Office Administrator

NFP•Santa Ana, CA

14d•$43,000 - $62,000

About The Position

Reporting directly to the Office Manager, this multi-faceted role provides front office relief and assists the account teams by providing basic administrative and support functions in the team's day-to-day servicing of clients. The Office Administrator duties require frequent interactions with clients, vendors and colleagues in person, over the phone and through other electronic communication methods. Effective organizational skills and attention to detail are required to be successful in this role. The administrator will gather and input data into the agency management system, provide assistance with various tasks and processes related to new and renewal accounts, participate in special projects as assigned by management or senior level staff (e.g. Account Managers or Account Executives) and training with the team that will assist in their learning and development.

Requirements

Good written and verbal communication skills
Self-confident to make sound independent decisions
Ability to successfully interact with a variety of people
Team player, adaptive to mentoring and continual learning
Must be able to read, analyze and reconcile financial reports.
Possess good analytical and problem-solving skills
Attention to details
May be required to work overtime as necessary
High School graduate or equivalent
0-2 years related experience and/or training; or equivalent combination of education and experience.
Property and Casualty License will be required within 4 months of hire.

Responsibilities

Ability to prioritize tasks and assignments
Awareness of confidentiality and handling sensitive information
Monitor shared/group mailboxes and disburse emails and documents to appropriate stakeholders
Proficiency using Microsoft Outlook Suite (Outlook, Word, Excel)
Experience using office equipment (mail machine, phone system, copier)
Familiarity entering and organizing data
Attention to detail with the ability to handle various administrative tasks at once
Creates and maintains client files in accordance with office procedures.
Prepares ID cards, certificates of insurance, Accord applications, binders and cancellations under the direction of more senior level staff.
Learns to compile data for the Account Management Team to use in proposals and coverage checklists.
May also assist in preparing proposals
Verifies that documentation (policies and endorsements,) and information requested are accurate.
Learns to perform policy checks, audit checks, and the process for completing coverage checklists and coverage recommendation letters (under the direction of senior level staff)
May be first line of answering billing questions from clients and insurance company personnel with assistance from Accounting Dept. when necessary.
When order comes in, verifies rates are correct, adjusts for any additional premium and expedite invoice at direction of more senior level staff.
Verifies the accuracy and compliance of requested documentation (policies and endorsements).
Process premium and non-premium endorsements, follow up with carriers for outstanding policies, endorsements, corrections, etc.