Commercial Lines Administrative Specialist

Cross Insurance•Augusta, ME

3d•Onsite

About The Position

The Cross Family of Agencies is seeking a reliable, detail-oriented Administrative Specialist to support its day-to-day administrative operations. This role is crucial for ensuring the smooth functioning of the office and involves a variety of tasks including reception duties, vendor coordination, scheduling, processing commercial lines insurance, issuing Certificates of Insurance, organizing internal events, and managing office supplies.

Requirements

High school diploma or equivalent.
Proven experience in an administrative or office support role, preferably in insurance or a related field.
Strong organizational skills, attention to detail, and ability to manage multiple tasks/priorities simultaneously.
Excellent verbal and written communication skills.
Proficiency with standard office software: Microsoft Office (Word, Excel, Outlook).
Ability to learn agency management systems or COI issuance tools.
Customer service mindset: friendly, professional, responsive.
Ability to work independently and collaborate well in a team environment.
Problem-solving attitude; resourceful; ability to follow through on tasks with minimal supervision.

Nice To Haves

Additional coursework or certification is a plus.

Responsibilities

Greet clients, visitors, and vendors professionally.
Answer, screen, and forward phone calls; manage voicemail.
Handle incoming and outgoing correspondence.
Maintain a clean and welcoming front desk and reception area.
Schedule and coordinate meetings with insurance carriers, preparing materials as needed.
Communicate with vendors for building maintenance, supplies, and services, obtaining quotes and overseeing performance.
Track and follow up on building maintenance tasks.
Process requests for Certificates of Insurance (COIs) for Commercial clients.
Collect required holder data, verify current coverage, and issue COIs in a timely manner.
Maintain records/logs of issued certificates within the agency management system (AMS360).
Coordinate with carriers or internal underwriters to ensure compliance with request terms.
Pull daily transactions from commercial lines carrier websites and process tasks.
Plan, schedule, and execute internal office events, handling catering, setup, and budget management.
Maintain and order office supplies, tracking inventory.
Perform filing, scanning, copying, and maintain document organization.
Assist with basic bookkeeping/expense tracking for office operations if needed.
Assist with internal reporting tasks, preparing materials, and compiling data for meetings.
Support other agency staff with ad hoc tasks, such as C/L Proposals and Summaries.
Maintain knowledge of insurance policies and industry protocols, especially related to COIs and carrier requirements.
Ensure confidentiality and appropriate handling of sensitive documents and information.