Reception & Administrative Coordinator

4 weeks ago

Thunder Bay, Canada Jones Insurance Full time

We are looking for a **Reception and Administrative Specialist** to support our growing team

This role is for someone with exceptional organizational and advanced administrative skill, who loves engaging with new people. The Reception and Administrative Specialist is a pivotal role within Jones Insurance. As our reception lead, you are in control of a clients first impression and you look after the front office for a greater part of the week to ensure a memorable and meaningful experience to all visitors. Along with general reception duties, you will work as a part of our administrative team to support our brokers and the business.

If you are an organized, detail-oriented individual who loves connecting with people, we want to hear from you

**Why Join the Jones Insurance Team?**

**People Focused - **We pride ourselves on going above and beyond to care for our customers and one another. We offer **benefits**, **paid vacation**, and a work **environment that champions wellness** for our staff.

**Family-Oriented - ** We are flexible with work hours (we have kids, we totally get it). Take your **birthday off** with pay to spend with your family and friends.

**Community Driven - **We include **2 paid days off** for our staff to volunteer in our community any way they see fit. We also support local boards and charities - and ultimately, we want to make Thunder Bay an amazing place to live, work and play

**Continuously Improving & Growing** **-** We nurture those who want to develop and provide security and autonomy to those who want to thrive in their role and make it their own.

**What you would do**
- **Reception Duties**:_
- Serve as the first point of contact for clients and visitors, ensuring a positive, professional, and memorable experience aligned with our brand values.
- Oversee financial transactions, including processing various payment types, reconciling daily cash receipts, and ensuring accurate follow-ups with brokers and insurance companies.
- Perform essential office operations such as opening/closing duties, maintaining inventory, and streamlining processes to enhance the client experience.
- Continuously seek opportunities to improve office procedures and the overall client journey through proactive engagement and efficiency.
- **Administrative Broker Support Duties**:_
- Support internal auditing processes and complete quote requests in our management systems as directed.

**Requirements**:

- A high school diploma or equivalent is required; additional education in office administration or related fields is a plus.
- A minimum of 2 years of experience in an administrative or client service role is required.
- Familiarity with Broker Management Systems (BMS) and insurance industry practices is advantageous, but any CMS experience is valued.
- Has advanced knowledge of office procedures involving reception, such as service etiquette, taking payments, complex data entry, inventory management, budgeting and other controls.
- Experience working within the Microsoft 365 suite (e.g. Outlook, Teams, Sharepoint) is preferred.

**Core Competencies**
- **Client Service**: exceptional interpersonal skills; builds connections with visitors without compromising productivity, empathetic with a solution-focused attitude to handle all types of interactions.
- **Communication**: Excellent communication skills, both written and verbal, with the ability to handle confidential information. Effectively uses telephone etiquette that engages and elicits trust in our service.
- **Attention to detail**: Advanced attention to detail and ability to return to your current task when interrupted.
- **Time Management**: Organizational skills and time management abilities. Ability to work both independently and as part of a collaborative team to meet goals and deadlines.
- **Adaptable**: Willingness to adopt change. Participates in our vision for continuous improvement and is flexible to new challenges as the role evolves.
- **Resourceful and solution-oriented**:Demonstrates resourcefulness by quickly identifying challenges and devising practical, effective solutions to overcome them.

**Job Types**: Full-time, Permanent

Pay: $36,000.00-$42,000.00 per year

**Benefits**:

- Company events
- Dental care
- Employee assistance program
- Extended health care
- On-site parking
- Paid time off
- Profit sharing
- RRSP match
- Wellness program

Flexible language requirement:

- French not required

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Thunder Bay, ON P7B 3Y6: reliably commute or plan to relocate before starting work (required)

**Education**:

- Secondary School (required)

**Experience**:

- Administrative experience: 2 years (preferred)

Work Location: In person

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