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Position Receptionist/Administrator/Accounts
Position Information Title | Receptionist/Administrator
Organization Information Department | Administration
Reports To | General Manager, Partners
Reporting Positions | Not Applicable
Number of Direct Reports | Not Applicable
General Summary Receives all incoming calls for the organization. Perform
miscellaneous administrative task such as typing, taking
meeting minutes, and distributing mail. Takes and
processes client payments. Assists team members with
various tasks.
Duties and Responsibilities Reception:

  • Responds to all incoming calls and direct to appropriate party

Processing/Reporting:

  • Process policy and new business
  • Reconcile financial transactions for client payments on policies
  • Calculate premiums and applicable taxes

Administration:

  • Prepare and modify complex spreadsheets and work-processed documents, printing receipts
  • Create and modify memos, letters, and survey letters to clients
  • Create and modify labels, scan documents
  • Prepare and distribute mail, courier packages, and faxes
  • Occasionally provide guidance, direction, and instruction, if requested
  • Maintain Office Procedure Manual
  • Record meeting minutes

Other duties as assigned.
Managerial/Supervisory Responsibilities No responsibility for supervision of others.
Financial Responsibilities Not Applicable.
Communication External:

  • Clients
  • Contractors/Suppliers
  • General Public
  • Representatives of Professional Agencies/Governments
  • Sales People

Internal

  • All Employees
Job Requirements Education Level:

  • High School level education
  • Registered Insurance Brokers of Ontario (RIBO) Certification (preferred) | or willing to further education

Computer Skills:

  • MS Office Applications (Outlook, Word, Excel)
  • Broker Management Systems

Key Knowledge, Skills and Abilities:

  • Problem solving
  • Customer service
  • Organization and planning
  • Multi-tasking
  • Communication
  • Conflict resolution
  • Relationship management

Professional Experience:

  • 1 year of experience

Working Conditions:

  • Office environment
Competencies Concern for Order and Quality

Shows General Concern for Clarity:

Works for clarity wants roles, expectations, tasks, data, etc., to be clear. Includes efficient work place organization/personal work
systems. Works for accuracy and pays attention to detail.

Teamwork and Co-operation

Helps/Cooperates:

We are a team! Participates willingly and helps others in need. Supports team decisions, is a “good team player", does his/her share of the work. Respects diversity. Provides information, suggestions or advice when asked.

Continuous Learning and Improvement

Works to Maintain and Develop Skills and Abilities:

Demonstrates knowledge of the skills and abilities needed for current position. Takes appropriate steps to update skills and abilities to maintain capabilities within the current position. Understands the need for ongoing training and learning. Responds constructively to feedback and suggestions. Willing to further career and become RIBO licesned.

Client Service Focus

Maintains Clear Communication:

Follows through on client inquiries, requests, and complaints. Monitors client satisfaction. Maintains clear communication with clients regarding mutual expectations. Provides friendly service.

Financial Understanding

General Financial Understanding:

Appreciates the value in controlling costs and not wasting work unit/business unit resources. Demonstrates an understanding of basic financial information. Relates financial management
information to the practical financial fundamentals of the business.

Flexible, Resilient and Resourceful

Accepts Need for Flexibility or Change:

Understands that other people’s points-of-view are as good and reasonable as their own. Acknowledges that people are entitled to
their opinions, and accepts that they are different. Understands that the work/business unit’s long-term success calls for employees to be willing to accommodate unforeseen changes in their work.

Integrity

“Walks the Talk”:

Acts to make own behaviour consistent with articulated values when not under pressure and consciously tries to behave consistently and be trustworthy.

Relationship Management

Manages Individual Relationships:

Uses standard protocols, approaches and techniques to support
business development, ongoing management and retention. Looks to the total relationship to assess and anticipate needs as well as limit exposure. Utilizes management information systems to keep apprised.