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.
Further, 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 as well as throughout the day.
Ensure the daily transactional processes have run correctly, and also 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, ensuring the processes are documented and updated accordingly.
Look for opportunities to improve the client experience within our office environment or phone triaging.
Additionally, monitor and maintain office inventory levels, ensuring essential supplies are stocked and replenished in a timely manner.

Compile and reconcile daily cash receipts, ensuring accuracy and completeness.
Process all types of payments, including direct deposits from financing companies, e-transfers, cash, credit cards, and automatic debits, and prepare corresponding sales receipts.
Maintain adequate change and small bills in both cash floats throughout the day.
After extended shifts, verify any payments received and confirm if any cheques need to be issued to insurance companies.
Act as a back up to accounting team; data entry, invoice tracking, and other finance-related tasks as needed.
Notify brokers of any agency bill payments received.

Process new insurance applications and other policy transactions within our insurance partners’ web portals as directed by Jones Insurance Brokers.
Work with brokers as well as other colleagues to resolve internal underwriting issues.
Assist in the internal auditing process as directed by the Personal Lines Manager.
Document all client activity in our Broker Management System in accordance with both our policies and procedures.
Complete quote requests in our quotation management systems as directed.
Compile electronic application packages for brokers.
Ensure all registered letter payments are promptly sent via ClearPay or broker cheques, and inform brokers to follow up with the relevant company.
Lastly, assist in other administrative duties or projects as required.

Requires high school diploma or equivalent; additional education in office administration, accounting or related fields is a plus.
Also, requires a minimum of 2 years of experience in an administrative or client service role.
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.
Preference for experience working within the Microsoft 365 suite (e.g. Outlook, Teams, Sharepoint).
Valid ON driver’s license.
Education: Secondary School (preferred)
Experience: administration: 2 years (required)

Pay: From $50,000.00 per year

Reception & Administrative Specialist

Apply for this position