Office Administrator

2 months ago

North York, Canada Brokerteam Insurance Group Full time

**Summary**: We are a dynamic and growing brokerage in an interesting and challenging segment of the insurance industry always looking for talented individuals to join us. We are committed to providing top-notch service to our clients and fostering a supportive and collaborative work environment for our team members.

**Position Overview**: The primary function of this position is to coordinate the company’s administrative activities in an effective and efficient manner.

**Primary Responsibilities**:

- Answer and direct phone calls.
- Greet and provide general assistance to visitors.
- Open, sort, date-stamp and distribute incoming ICS and mail.
- Prepare outgoing mail by ICS, courier, or regular mail.
- Collect and distribute incoming faxes.
- Scan and distribute policies, cancellations and account statements by attaching to Broker Management System.
- Carry out administrative duties such as copying, scanning etc. on an as required basis.
- Coordinate and organize department meetings including meeting venue bookings, coffee and catering requirements, set up the room with audio-visual equipment and flip charts; and other requirements such as welcome boards.
- Ensure office/boardrooms cleanliness is maintained.
- Assist with internal and external company events.
- Ensure operation of equipment by coordinating preventive maintenance service calls; calling for repairs; and maintaining equipment inventories.
- Generate Autoplus and MVR reports
- Process requests from Broker Management System (TAM)
- Download EDoc
- Coordinate and complete significant special projects independently or in cooperation with other groups as directed;
- Maintain adequate office supply; including general stationaries and coffee for the pantry & vending machines;
- Arrange hotel accommodations and land or air transportation bookings for management business travel on an as needed basis.

**Personal & Organizational**

**Development**:

- Use and continually develop people skills.
- Demonstrate professionalism in all internal and external communications, projecting a positive image for the company.

***Personal Attributes**:

- Dependable and punctual.
- Pleasant telephone manners.
- Courteous and helpful to visitors.
- Proficiency in MS Office (MS Excel and MS PowerPoint)
- Excellent time management skills and the ability to prioritize work
- Attention to detail and problem solving skills
- Strong organizational skills with the ability to multi-task
- Advanced verbal, written, and interpersonal communication skills to effectively communicate with all levels of employees and customers.
- Proficiency in English, Cantonese & Mandarin an asset.

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