Front Desk Administrative Assistant

Crum & Forster • Eatontown, NJ

6h • Hybrid

About The Position

As the first point of contact for employees and clients at our Accident & Health (A&H) Division headquarters in Eatontown, NJ, the Front Desk Administrative Assistant is essential to creating a welcoming and efficient office environment. This individual will manage front desk responsibilities with professionalism and courtesy, while providing comprehensive administrative support to ensure smooth daily office functions. Responsibilities include preparing and submitting expense reports, handling deliveries, ordering office supplies, and serving as a backup for the Office Manager. This role provides support to internal teams, including Accounting and Corporate Communications, by processing invoices and coordinating the shipment of packages for events. Additionally, this role oversees the upkeep and organization of conference rooms and kitchen areas, orders food and prepares for client visits and meetings, and assists with other duties as needed to support the needs of the office and division.

Requirements

• Excellent customer service skills and a friendly demeanor
• Ability to model appropriate behaviors including professionalism and approachability
• Strong organization and time management skills, with the ability to manage urgent requests
• Ability to pay careful attention to detail to ensure accuracy of all work
• An understanding to remain flexible and adaptable to changing processes and circumstances
• Ability to clearly present information through the spoken or written word, as well as read and interpret complex information with moderate supervision
• Ability to multitask and prioritize duties in a fast-paced environment
• Possess a high level of initiative and work independently with minimal supervision
• Ability to be resourceful and proactive when issues arise
• Ability to handle confidential information with utmost discretion
• Associates Degree from an accredited college preferred
• 5+ years of equivalent work experience preferred
• Administrative, receptionist and customer service experience required
• Strong PC skills and knowledge of Microsoft Office Suite: Excel, Word, Outlook, PowerPoint
• Experience in handling expense reports and invoice payments preferred
• Insurance experience a plus
• Must be able to work a hybrid schedule, with in-office attendance required on Tuesdays, Wednesdays, and Thursdays; additional flexibility required based on evolving business needs

Responsibilities

• Greet all employees and guests in a pleasant and professional manner
• Provide guest passes to non-employees, including external clients and vendors, to maintain necessary safety and office protocols
• Reserve cubicles and offices for guests who do not have access to the WISP Desk Reservation System when necessary
• Organize physical mail received multiple times per week by sorting, logging, scanning and distributing all items in-person or through email when appropriate
• Unpack all packages received in a timely manner and deliver to appropriate individuals, including packages from WB Mason, Fed-Ex and Amazon
• Send Fed-Ex packages per employee request when necessary, and occasionally driving packages to the local Fed-Ex office for drop-off
• Manage and order supplies, including general office and kitchen items, weekly or as needed
• Ensure all kitchen appliances, including kitchen sink, water system, ice machine and coffee machines are cleaned, replenished and working properly
• Organize the Corporate Communications supply closet and maintain accurate inventory records of all promotional items and branded merchandise
• Manage quick turnaround times to securely package and ship event décor and packages for client and external events hosted by the Corporate Communications team
• Support A&H employees and leaders with full-day meeting preparation for guest/client visits, which include setting up and reserving conference rooms, ordering food if requested and overall cleanup after the meeting
• Partner with the HR team on tasks for employee activities including set-up, food and activity coordination and cleanup for larger office-wide events
• Act as a back-up to the Office Manager, when necessary, which may include supporting the A&H President on all administrative tasks
• Submit monthly travel & expense reports on behalf of A&H Leaders
• Manage invoices through Erequestor (invoice processing system) and act as a back-up for DocuSign (signature system) requests for the Reporting, Accounting, Regulatory and Corporate Communications teams
• Other duties as assigned

Benefits

• Competitive compensation package
• Generous 401K employer match
• Employee Stock Purchase plan with employer matching
• Generous Paid Time Off
• Excellent benefits that go beyond health, dental & vision. Our programs are focused on your whole family’s wellness including your physical, mental and financial wellbeing
• Tuition reimbursement
• Industry related certifications
• Professional training
• A dynamic, ambitious, fun and exciting work environment
• Matching donation program
• Volunteer opportunities
• Employee driven corporate giving program

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree