Office Administrator

HUB International•Napa, CA

1d•$20 - $22

About The Position

ABOUT HUB: In a rapidly changing world, HUB advises businesses and individuals on how to prepare for the unexpected. As one of the worlds' largest insurance brokers, our focus is dedicated to providing our customers with the peace of mind that what matters most will be protected-through unrelenting advocacy and tailored insurance solutions that put our clients in control. Our growing team of professionals across North America represents a broad, deep and one-of -a kind aggregation of entrepreneurs and leaders recognized for their excellence throughout the insurance community. THE OPPORTUNITY: The Office Administrator maintains office operations and procedures; coordinates office activities and provides clerical and administrative support to management and staff.

Requirements

High School Diploma / GED required; college degree preferred
2+ years of related office experience, or an equivalent combination of education and experience
Ability to effectively and professionally communicate orally and in writing with internal and external customers.
Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
Confidence and demeanor to effectively interact with all levels within the organization.
Ability to respond to customer needs, solicit customer feedback to improve service, and handle difficult or emotional customer situations promptly and accurately.
Ability to efficiently gather pertinent information and facts, analyze and solve problems timely and thorough manner.
Ability to prioritize and organize multiple tasks and responsibilities in order to complete assignments on time and with optimal accuracy.
Knowledge of administrative and office procedures and systems such as word processing, managing files and records, designing forms, and workplace terminology.
Computer skills: proficiency with Microsoft Office Suite and Outlook.
Ability to develop and maintain strong client relationships; work effectively with insurance and service vendors to gain cooperation in meeting clients’ needs.
Computer skills: proficiency with Microsoft Office Suite, Outlook and agency management systems.

Responsibilities

Provides administrative support for all departments such as, printing, filing, photocopying, data entry, scanning, binding and collating, downloading company reports, mail distribution and mail-outs.
Serves as day-to-day contact regarding location logistics, vendor questions and related issues or questions that may arise.
Assists with resolving problems associated with all building services including but not limited to: janitorial, food services, coffee services, parking, vending, security/access badging, conference rooms, workstations as well as interior furnishings, fixtures and equipment.
Schedules Admin services, conference rooms, and maintains the workspace reservation system
Assists with meetings, event bookings for Social Team, colleagues/teams, etc.
Maintains employee access to carrier websites and obtains carrier appointments as needed.
Assist in on- and off-site preparation for conferences, meetings, or special events; including coordinating travel, catering needs, event materials, room preparation and/or clean up.
Creates, updates, and prints Excel spreadsheets, Word documents, and PowerPoint presentations as assigned.
Orders, receives and maintains office supplies and proactively ensures office supplies are available when needed.
Accesses carrier websites, pull documents and distributes to service staff for processing.
Assists with Billing Issues, Check Requests, and Transaction processing as needed.
Ensures hotel workstations are functional and learn manage hotel workspace reservations.
Maintain local contact lists and directories.
Maintain scheduling and event calendars.
Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
Open, read, route, and distribute incoming mail, including scanning and coding/indexing when necessary.
Process outgoing mail as needed.
Prepare and process bank deposits.
Helps with data entry, reports, numbers, etc. as assigned.
Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents.
Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.
Answers telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
Schedule and confirm appointments for clients, customers, or supervisors.
Performs other duties and projects as assigned.