Administrative Coordinator Jobs

About The Position

Requirements

• High school diploma or equivalent required.
• Minimum of 2 years of administrative or receptionist experience.
• Bilingual (English/Spanish) required.
• Proficiency in Microsoft Office 365, including Outlook, Word, Excel, and Windows applications.
• Strong organizational skills with the ability to prioritize multiple tasks and consistently meet deadlines.
• Excellent verbal and written communication skills with a customer-focused mindset.
• High attention to detail and commitment to accuracy.
• Self-starter who works independently while collaborating effectively across departments.
• Demonstrated initiative, professionalism, and a willingness to take ownership of responsibilities.
• Ability to maintain confidentiality while handling sensitive company information.

Nice To Haves

• Experience with agency management systems (Applied Epic) is preferred but not required.

Responsibilities

• Greet and welcome visitors, clients, and guests while providing a positive first impression of Legacy Risk Solutions.
• Answer, screen, and direct incoming phone calls and respond to general inquiries via phone and email.
• Maintain a clean, organized, and professional reception area and common spaces.
• Receive, sort, scan, and distribute incoming mail and deliveries while processing outgoing mail.
• Print and mail invoices, certificates of insurance, auto ID cards, proposals, and policy books.
• Process Accounting, Licensing, and Contracts correspondence by scanning, routing, scheduling, and assigning tasks within the agency management system.
• Download, organize, and assign webmail and unassigned workflows in the agency management system.
• Maintain shared company calendars and assist with scheduling meetings and travel arrangements.
• Generate monthly production reports, quarterly sales scorecards, pivot tables, and ad hoc reporting as requested.
• Coordinate company meetings, employee events, catering, and recognition activities including bereavement, retirement, and new baby celebrations.
• Order and maintain office and breakroom supplies while managing vendor orders as needed.
• Provide general administrative support including filing, copying, scanning, and other clerical duties.
• Support continuous process improvement initiatives and perform other duties as assigned.

Benefits

• Medical, dental, and vision insurance
• 401(k) with company match
• Flexible Spending Account (FSA)
• Life insurance coverage
• Short-term and long-term disability coverage
• Accident and critical illness insurance options
• Generous Paid Time Off (PTO)