Front Desk Executive

Wellesley ,
MA

Reports to: Operations Manager

General Summary: Acts as the face of C&H, answering phones and welcoming all visitors to the agency. Oversees supply ordering, daily mailings, employee contact information, maintaining scanners & printers, machine service calls, conference room set-up, logging cancellations and reinstatements, telephone system, and agency website.


Specific Responsibilities:

  • Receives visitors and callers, determines their needs, checks appointments, and directs visitors to the appropriate person or office.
  • Maintains and acts as a point person for agency telephone system; sets up new office lines and manages all other phone responsibilities as needed.
  • Distributes daily faxes received via email to the appropriate parties
  • Picks up incoming agency mail from the Post Office each morning; opens, date stamps, sorts and distribute all incoming agency mail; prepares and tracks all express mailings, maintains FedEx account
  • Orders and prices all agency supplies including office needs, toner, and stationary.
  • Log service calls on any malfunctioning office equipment
  • Troubleshoot Postage machinery at each branch including replenishment of funds for postage
  • Maintains agency lists (e. g. company directory, Disaster Calling Tree, outlook contacts, etc.)
  • Keeps Facebook page updated & current with interesting content, agency updates & other information
  • Logs all agency cancellations and reinstatements, both Commercial and Personal lines.
  • Sets up & breaks down A/V equipment in the conference room for department meetings.

Other Duties and Responsibilities:

  • Assists in updating website content for the agency.
  • Trains new hires on phone system & office procedures.
  • Assist with stamping mail at end of day as needed

Qualifications:

  • Excellent organizational, interpersonal, written and verbal communication skills.
  • Appropriate technical knowledge and computer skills.
  • Proficient in Microsoft Suite (Excel, Office, PowerPoint and Outlook).
  • Capable of juggling multiple responsibilities while maintaining composure.
  • Able to prioritize tasks and anticipate needs.

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