Job Description

Job Description

Job Description

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Position Summary:

Responsibilities include ensuring the efficient and smooth day-to-day operation of our office, making travel and meeting arrangements, preparing reports and maintaining appropriate filing systems. The ideal candidate should have strong verbal and written communication skills and be able to organize their work using tools, like MS Excel and office equipment.

Essential Functions:

• Answers telephones in a prompt, courteous and efficient manner. Directs callers to the appropriate person or area and captures accurate messages. Responds to internal inquiries.
• Remains informed and prepared to provide information about the location of personnel who are outside of the office and how they can be contacted
• Receives and processes requests for policy and endorsement forms
• Receives and processes questions about Insured Closing Letters
• Calls/emails agents on remittance reminders
• Pre-processes title policy reports, submits to corporate, sends checks to accounts receivable
• Receives Agent Statements. Sends statements to appropriate agents & assists agents with questions
• Compose, edit and type letters, memorandums, faxes and transmittal's and maintain spreadsheets.
• Compile, organize, and accurately finalize documents for signature and/or other distribution.
• Maintain document logs; oversee document distribution.
• Schedule appointments and maintain calendars.
• Screen, handle, forward direct and place telephone calls for staff.
• Schedule conference rooms for meetings and arrange for catering as appropriate.
• Sort, open, deliver and process incoming mail, packages or internal correspondence.
• Arrange for courier or overnight services.
• Submit requests for supplies.
• Operate office equipment such as facsimile machines, photocopiers, scanners, telephones with voice mail capabilities, color copier.
• Plan meetings and take detailed minutes
• Write and distribute email, correspondence memos, letters, faxes and forms
• Assist in the preparation of regularly scheduled reports
• Develop and maintain a filing system
• Update and maintain office policies and procedures
• Order office supplies and research new deals and suppliers
• Maintain contact lists
• Book travel arrangements
• Submit and reconcile expense reports
• Provide general support to visitors
• Act as the point of contact for internal and external clients
• Liaise with executive and senior administrative assistants to handle requests and queries from senior managers

Other Functions:

• Prepares daily correspondences for both internal and external communication including memos from the Regional Manager and Regional Counsel
• Opens and sorts daily office mail and incoming correspondences, disseminates faxes and prepares daily outgoing mail.
• Orders and maintains all necessary office supplies and swag orders
• Coordinates service for maintenance of all office equipment (copier, printer and fax machine)
• Maintains daily office-filing system
• Prepares new folders for approved agents
• Performs document retrieval when necessary
• Coordinates meetings for manager and department, schedules appointments and makes travel arrangements
• Assists in the preparation of monthly expense reports
• Assists in the preparation and completion of agency applications as required
• Transfers data with Corporate or Regional offices using computerized modem communications
• Creates user accounts for all online systems

Qualifications:

• Proven experience as an administrative assistant, virtual assistant or office admin assistant
• Knowledge of office management systems and procedures
• Working knowledge of office equipment, like printers, copiers, scanners and fax machines
• Proficiency in MS Office (MS Excel, WORD and MS PowerPoint, in particular)
• Strong time management skills and the ability to prioritize work
• Attention to detail and problem solving skills
• Strong written and verbal communication skills
• Strong organizational skills with the ability to multi-task
• Strong work ethics/self-starter

Education:

• High School degree; additional qualification as an Administrative assistant or Secretary will be a plus

We offer some great perks:

• Health, dental, and vision benefits.
• Employer-paid disability and life insurance.
• Flexible spending accounts.
• 401K with company match.
• Paid time off and company-paid holidays.
• Wellness resources.

Ideally this role will be a Full-Time position.

Willing to consider a Part-Time role with option to move into Full-Time, however.

Remote Opportunity in Arizona, Nevada, or California

Salary Range is $60,000.00 - $70,000.00 per year.

The salary range listed here has been provided to comply with local regulations and represents a potential range for this role. Actual rate may vary within the range provided, depending on a number of factors, including experience and location.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand; walk; use hands and fingers to type and reach. The employee may occasionally be required to lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and ability to adjust focus.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations maybe made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

NOTE : This job description is not intended to be an exhausted list of duties, responsibilities, or qualifications associated with the job.

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