We are hiring a Reception & Administrative Specialist, to support our growing Team!
This role encompasses advanced level reception and administrative tasks including some support to specific financial processes. The chief responsibility of the RAS is to ensure a memorable experience for all our clients and visitors while contributing meaningfully to the PL administrative team as a support for all processing and occasional accounting needs.
Why Join the Jones Insurance Team?
People-Focused – We pride ourselves on going above and beyond to take care of 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 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 however they see fit. We also support local boards and charities – and ultimately, we want to make Thunder Bay a fantastic 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
Client Experience & Reception Duties:
· Create a memorable experience as our clients and visitors’ first touch point, representative of our brand, mission and value propositions.
· Maintain and ensure confidentiality with all client and departmental files and in all interactions
· Respond in a positive, engaging and professional manner to all inquiries from visitors, suppliers, inquiries, colleagues, and any other interactions.
· Triage and respond to telephone, email, in-person inquiries, and all electronic/paper correspondence, including managing the general company email inbox, in accordance with established protocols.
· Manage the main reception phone system; updating auto attendants and messaging as necessary, checking voicemails at opening and throughout the day.
· Ensure the daily transactional processes have run correctly, and action any follow-ups at the start of each day.
· Administer and manage inbound/outbound mail, including priority post, packages, courier services, and other correspondence.
· Maintain and execute all opening and closing duties of the office, ensuring the processes are documented and updated accordingly.
· Look for opportunities to improve the client experience within our office environment or phone triaging.
· Monitor and maintain office inventory levels, ensuring essential supplies are stocked and replenished in a timely manner.
- Broker Support Duties:
· Process new insurance applications and other policy transactions within our insurance partners’ web portals as directed by Jones Insurance Brokers.
· Work with brokers and other colleagues to resolve internal underwriting issues.
· Assist in the internal auditing process as directed by the Personal Lines Manager.
· Document all client activity in our Broker Management System in accordance with our policies and procedures.
· Complete quote requests in our quotation management systems as directed.
· Compile electronic application packages for brokers.
· Ensure all registered letter payments are promptly sent via ClearPay or broker cheques, and inform brokers to follow up with the relevant company.
· Assist in other administrative duties or projects as required.
- Accounting & Financial Duties
· Compile and reconcile daily cash receipts, ensuring accuracy and completeness.
· Process all types of payments, including direct deposits from financing companies, e-transfers, cash, credit cards, and automatic debits, and prepare corresponding sales receipts.
· Maintain adequate change and small bills in both cash floats throughout the day.
· After extended shifts, verify any payments received and confirm if any cheques need to be issued to insurance companies.
· Act as a back up to accounting team; data entry, invoice tracking, and other finance-related tasks as needed.
· Notify brokers of any agency bill payments received.
Your 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.
What your background would look like
- A high school diploma or equivalent is required; additional education in office administration, accounting 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.
- Advanced knowledge of office procedures involving reception, such as service etiquette, payment collection, reconciliations, financial record-keeping, complex data entry, inventory management, budgeting and other controls is desired.
- Accounting experience is an asset.
- Experience working within the Microsoft 365 suite (e.g. Outlook, Teams, Sharepoint) is preferred.
- Valid ON driver’s license.
Salary Range $39,000.00-$44,000.00 per year.
