Agency Support Specialist
About The Position
The Administrative Assistant serves as the first point of contact for the organization, providing a welcoming and professional experience for visitors, callers, and clients. This role is responsible for managing the main phone line, handling incoming and outgoing mail, supporting marketing documentation efforts within the Agency Management System (AMS), and assisting with other administrative tasks as delegated by the COO. Key Responsibilities Front Desk & Communication Answer, screen, and direct incoming calls on the main phone line in a courteous and professional manner Greet visitors, clients, and vendors; notify appropriate staff of arrivals Maintain a clean, organized, and professional reception area Mail & Office Coordination Receive, sort, and distribute incoming mail and packages Prepare and process outgoing mail and shipments Coordinate with delivery services and vendors as needed Administrative & Marketing Support Document and track marketing efforts and activities within the AMS as directed by the COO Maintain accurate records and ensure timely data entry Assist with basic administrative support tasks, including filing, scanning, copying, and document preparation General Support Provide administrative assistance to leadership and staff as assigned Support special projects and other delegated tasks as business needs require Maintain confidentiality of sensitive information at all times
Requirements
- High school diploma or equivalent
- Strong verbal and written communication skills
- Professional demeanor with excellent customer service skills
- Proficiency with basic office technology (phones, email, Microsoft Office or similar tools)
- Attention to detail and ability to manage multiple tasks
- Strong organizational and time-management skills
- Ability to work independently and as part of a team
- Adaptability and willingness to take on new responsibilities
- Reliable, punctual, and dependable
Nice To Haves
- Prior receptionist or administrative experience
- Familiarity with Agency Management Systems (AMS) or willingness to learn
- Experience supporting marketing or documentation activities
Responsibilities
- Answer, screen, and direct incoming calls on the main phone line in a courteous and professional manner
- Greet visitors, clients, and vendors; notify appropriate staff of arrivals
- Maintain a clean, organized, and professional reception area
- Receive, sort, and distribute incoming mail and packages
- Prepare and process outgoing mail and shipments
- Coordinate with delivery services and vendors as needed
- Document and track marketing efforts and activities within the AMS as directed by the COO
- Maintain accurate records and ensure timely data entry
- Assist with basic administrative support tasks, including filing, scanning, copying, and document preparation
- Provide administrative assistance to leadership and staff as assigned
- Support special projects and other delegated tasks as business needs require
- Maintain confidentiality of sensitive information at all times
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
