Summary: We are a growing company within the insurance industry and are always looking for talented individuals to join our team.
The primary function of this position is to coordinate the company’s administrative activities in an effective and efficient manner.
This is a posting for a 4-month contracted term position (August - November); with potential of becoming a full time position.
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.
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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