Reception & Administrative Specialist

Reception & Administrative Specialist

Job Category: Jones Insurance
Job Type: Full Time
Job Location: Thunder Bay

Pay: CA$42,000.00 – CA$45,000.00 per year

Summary
The Reception & Administrative Specialist (RAS) plays a vital role at Jones Insurance, serving as the first point of contact for clients and visitors while supporting key administrative and office processes. This position combines professional reception duties with advanced administrative responsibilities, ensuring every interaction reflects our commitment to exceptional service.

Your Role in The Jones Customer and Staff Experience:

• Personalized Service: Take the time to actively listen and understand clients’ unique needs, ensuring that every interaction feels meaningful and tailored.
• Problem Resolution: Quickly and effectively address concerns or questions, turning challenges into opportunities to demonstrate our commitment to client satisfaction.
• Consistent Professionalism: Maintain a courteous, patient, and empathetic approach in all interactions, making each client feel valued and appreciated.
• Proactive Approach: You are thorough in your opening and closing walk-throughs, you stay on top of the inventory needs for our team and clients and are solution-focused if you see opportunities to improve the client or staff experience.
• Core Competencies: Exceptional client service, excellent communication, advanced attention to detail, effective time management and organizational skills, willingness to adopt change, solution-oriented resourcefulness.

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, including full daily walkthroughs to call out any building, technological, or other issues that arise and contact any respective parties for remediation or assistance.
• Proactively work with cleaning partners to ensure all weekly, monthly, and annual tasks are completed.
• Monitor and maintain office inventory levels, ensuring supplies are stocked and replenished before shortages can occur.
• Consistently sharing any opportunities that may improve the client experience, office environment, or overall efficiency.
• Ensure that changes to reception processes are documented and updated accordingly.
• Compile and reconcile daily cash receipts, process all types of payments, prepare corresponding sales receipts, and maintain adequate change and small bills in both cash floats throughout the day.
• Act as a back up to the accounting team; data entry, invoice tracking, and other finance-related tasks as needed.

Requirements:

• 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.

Jones Core Values:
✔ Be Kind and Optimistic – You can make someone’s day better and take the initiative to try.
✔ Be Curious – Every day is an opportunity to learn something new.
✔ Strive for Excellence – Today is an opportunity to do something better than yesterday.
✔ Have Empathy – When driving a boat, you would be mindful of other boaters and how your wake moved the water. Take that same care to consider others’ feelings and your actions that follow.
✔ Be Self-aware – Insurance is a team sport; your attitude in the dugout impacts everyone’s performance on the field. Know your mindset each morning and think of one positive thing to start your day; gratitude can change your attitude.
✔ Have Integrity – Have the judgment to do the right thing when no one else is looking, even when it may not be in your best self-interest.

This posting is managed by Northern Peak HR, a local recruitment partner supporting employers across Thunder Bay. To view more local opportunities, visit NORTHERN PEAK HR.