Front Desk/ Administrative Associate (La Jolla Shores)
Northwestern Mutual, La Jolla Shores, CA, United States
General responsibilities
The responsibility of the Front Desk Coordinator position is to serve as the primary contact for clients and customers and assist with work as needed. Specific responsibilities include but will not be limited to:
Greet visitors and direct them appropriately
Answer, screen and transfer telephone calls
Maintain telephone system and agency directory
Process incoming and outgoing mail; deliver outgoing mail to Post Office
Maintain the reception area- ensure kitchen, conference rooms, and front lobby are cleaned throughout the day
Maintain the break room area- put clean dishes away, load dishwasher
Validate parking for clients and recruits
Maintain and communicate the parking validation log to team monthly
Run end of month reports: Printer/Copier and postage usage
Coordinate all office supplies and marketing material orders and maintain order log. All orders must be approved by Chief of Staff prior to placing orders
Sign for letters and packages (count and verify before signing) and notify the recipient after proper compliance inspection
Manage Ricoh
Oversee facilities management- maintenance of office space (work with Irvine Company)
Work with ACE parking- manage parking list, coordinate with finance department for monthly invoices/checks and validations, set up new parkers
Building key management system
New representative or employee set-up (laptop/printers/scanner/phone/key cards/parking cards)
Log investment checks & manage check deposits
Collect all office bills and communicate with finance team
Make copies, send and distribute faxes and maintain copy and fax machines
Answer basic policy owner/policy benefit questions
Help recruiting team with online sourcing
Handle case notes, process correspondence and maintain client case files
Client Service Support
Complete and review insurance applications, conversions and policy changes for completeness and accuracy and return to representative for any missing information
Arrange medical, paramedical and any exams necessary for underwriting
Process incoming non-securities related insurance service requests from clients (process address changes, bank change information, loan requests and ISA service inquiries)
File new statements, account forms and other insurance/investment-related materials
Maintain supplies of current insurance/investment-related marketing materials
Input data and create PX proposals/ illustrations. Gather information at direction of financial representative in preparation for client/prospect meeting
Prepare policies for delivery when appropriate
Discovery letters/emails
Feed Lists Requests
Order business cards for new representatives
Qualifications
·
Bachelor’s Degree
·
Experience in administrative support or customer service, preferably in the financial services and/or insurance industry
·
Health and Life insurance license- or gain licensing within 6 months of employment
·
Excellent oral and written communication skills
·
Familiarity with Microsoft applications and data entry and information retrieval software
·
Demonstrated organizational and time management skills and ability to multitask, set priorities and meet deadlines
·
Strong attention to detail with the ability to work with a high degree of accuracy
·
Ability to work in a fast-paced environment
·
Ability to work both independently and on a team
·
Ability to maintain confidentiality
The responsibility of the Front Desk Coordinator position is to serve as the primary contact for clients and customers and assist with work as needed. Specific responsibilities include but will not be limited to:
Greet visitors and direct them appropriately
Answer, screen and transfer telephone calls
Maintain telephone system and agency directory
Process incoming and outgoing mail; deliver outgoing mail to Post Office
Maintain the reception area- ensure kitchen, conference rooms, and front lobby are cleaned throughout the day
Maintain the break room area- put clean dishes away, load dishwasher
Validate parking for clients and recruits
Maintain and communicate the parking validation log to team monthly
Run end of month reports: Printer/Copier and postage usage
Coordinate all office supplies and marketing material orders and maintain order log. All orders must be approved by Chief of Staff prior to placing orders
Sign for letters and packages (count and verify before signing) and notify the recipient after proper compliance inspection
Manage Ricoh
Oversee facilities management- maintenance of office space (work with Irvine Company)
Work with ACE parking- manage parking list, coordinate with finance department for monthly invoices/checks and validations, set up new parkers
Building key management system
New representative or employee set-up (laptop/printers/scanner/phone/key cards/parking cards)
Log investment checks & manage check deposits
Collect all office bills and communicate with finance team
Make copies, send and distribute faxes and maintain copy and fax machines
Answer basic policy owner/policy benefit questions
Help recruiting team with online sourcing
Handle case notes, process correspondence and maintain client case files
Client Service Support
Complete and review insurance applications, conversions and policy changes for completeness and accuracy and return to representative for any missing information
Arrange medical, paramedical and any exams necessary for underwriting
Process incoming non-securities related insurance service requests from clients (process address changes, bank change information, loan requests and ISA service inquiries)
File new statements, account forms and other insurance/investment-related materials
Maintain supplies of current insurance/investment-related marketing materials
Input data and create PX proposals/ illustrations. Gather information at direction of financial representative in preparation for client/prospect meeting
Prepare policies for delivery when appropriate
Discovery letters/emails
Feed Lists Requests
Order business cards for new representatives
Qualifications
·
Bachelor’s Degree
·
Experience in administrative support or customer service, preferably in the financial services and/or insurance industry
·
Health and Life insurance license- or gain licensing within 6 months of employment
·
Excellent oral and written communication skills
·
Familiarity with Microsoft applications and data entry and information retrieval software
·
Demonstrated organizational and time management skills and ability to multitask, set priorities and meet deadlines
·
Strong attention to detail with the ability to work with a high degree of accuracy
·
Ability to work in a fast-paced environment
·
Ability to work both independently and on a team
·
Ability to maintain confidentiality