Receptionist(Internal only)

HTM Insurance Company•Cobourg, ON

23h•Onsite

About The Position

HTM Insurance is seeking a professional and customer-focused Receptionist to serve as the first point of contact for insureds, brokers, agents, customers, and visitors. This role is responsible for managing front desk operations, handling incoming communications, processing payments, and supporting daily administrative functions across the organization. The ideal candidate is highly organized, detail-oriented, and thrives in a fast-paced office environment while delivering exceptional customer service both in person and over the phone.

Requirements

High school diploma required
2–3 years of experience in reception, administration, customer service, or switchboard operations
Excellent verbal and written communication skills
Strong customer service and interpersonal abilities
Exceptional organizational and time management skills
Ability to manage multiple priorities and deadlines
High level of accuracy and attention to detail
Strong computer proficiency and office administration skills
Ability to work collaboratively with staff, clients, brokers, vendors, and visitors
Professional, flexible, and dependable

Nice To Haves

Post-secondary education in business administration or a related field is considered an asset
Experience in the insurance industry is considered an asset

Responsibilities

Manage a multi-line telephone system during office hours (Monday–Friday, 8:30 a.m. – 4:30 p.m.)
Answer and direct incoming calls to the appropriate department or staff member
Respond to general inquiries professionally and efficiently
Refer insureds to brokers/agents when appropriate
Review and distribute voicemail messages daily
Assist with customer concerns and escalate complaints when necessary
Welcome and direct visitors to the appropriate person or department
Process premium payments using Moneris and maintain accurate records
Ensure consistent front desk and phone coverage during business hours
Open, sort, scan, and distribute incoming mail, courier packages, emails, and faxes
Record and process cheque payments appropriately
Forward company invoices and returned mail to the correct departments
Prepare outgoing courier and postal mail, including Xpresspost and Registered Mail
Coordinate daily mail pickups and deliveries with Canada Post and couriers
Operate mailing equipment and organize outgoing correspondence efficiently
Prepare monthly Suppression of Terrorism reports
Coordinate lunch arrangements and room setup for Board meetings
Order and maintain office and facility supplies
Arrange travel accommodations, registrations, and event logistics for staff and directors
Maintain stock levels for office materials and equipment supplies
Ensure cleanliness and organization of reception, meeting rooms, and common areas
Process sales and inventory tracking for oil drip trays and fire extinguishers
Return used ink cartridges and assist with general office upkeep