Operations Support Assistant/Front Desk Coordinator
About The Position
The Operations Support Assistant/Front Desk Coordinator performs and coordinates reception and switchboard functions for all LAMMICO locations. The role answers and routes calls, manages conference room use, greets and directs visitors, trains backup receptionists, and coordinates reception coverage. It also provides clerical and administrative support to operational departments, including indexing Underwriting mail, generating reports, assisting with renewal letters, maintaining front desk procedures and electronic records, routing citations, and accepting premium payments. The position reports directly to the Insurance Operations Support Manager and may take direction from the VP of Underwriting.
Requirements
- High school diploma.
- Minimum of two years of prior experience as a receptionist.
- Knowledge of Outlook or scheduling and imaging software.
- Strong customer focus and team orientation.
- Ability to appropriately handle confidential or sensitive company information.
- Excellent communication skills and ability to interact and work effectively with employees at all levels within the organization.
- Ability to manage time, set priorities, and work independently.
- Proficiency in Microsoft Office programs.
Nice To Haves
- Insurance industry experience.
Responsibilities
- Answer and route telephone calls from the main numbers at all LAMMICO locations to appropriate employees or departments.
- Manage conference room usage and coordinate the reception coverage schedule.
- Train backup receptionists and switchboard team members on reception procedures; schedule and facilitate quarterly switchboard meetings.
- Monitor incoming-call processes and recommend and work with departments on process improvements as needed.
- Greet visitors courteously, maintain the appearance of the reception area, validate parking, and ensure visitors and employees comply with security protocol.
- Provide excellent service to policyholders, guests, employees, and outside vendors.
- Perform clerical and administrative duties for departments as needed.
- Receive and sort deliveries.
- Index Underwriting mail in ImageRight.
- Generate MPX and Claim Summary data warehouse reports for group renewal policies and import them into the ImageRight file.
- Assist the mailroom with renewal letters.
- Maintain the Front Desk Confluence Procedure Manual, including department phone-routing procedures and staffing information.
- Maintain electronic copies of LAMMICO E-Blasts in the Front Desk Confluence site.
- Route citations to claims, corporate legal, and in-house legal departments.
- Accept premium payments for LAMMICO, Elatas Risk Partners, and medical students.
- Work cooperatively with management, coworkers, customers, and vendors; support LAMMICO’s mission and vision in daily operations.
- Meet assigned target dates and objectives and help ensure department quality, service, and productivity standards are met.
- Serve as backup to the Marketing Coordinator by entering new application information into Salesforce contact management software.
- Perform other responsibilities and special projects as assigned.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
