Administrative Project Coordinator

1 month ago

Manchester, United Kingdom M3 Insurance Solutions Full time

**Offices located in Wisconsin**: Madison, Milwaukee, Green Bay, Kenosha, Fond Du Lac, Wausau, and Eau Claire
**Office located in Illinois**: Rockford

**Essential Functions and Responsibilities**:

- Greet and announce all M3 guests.
- Receive and route all incoming calls, faxes and special deliveries to the appropriate M3 employee.
- Assist the administration department with clerical support as needed.
- Support with planning and coordination of agency workshops, trade shows, and seminars.
- Assist in formation and distribution of client communications.
- Assist with office management including: technology and equipment, office supplies, reserving office resources (rooms, vehicles, etc.), and maintaining kitchen space.

**Reception/Office Support**

**Responsibility or Duty**:
- Receive and route incoming calls using a computer based phone system.-
- Greet and announce visitors.-
- Receive and distribute incoming mail and faxes, and handle outgoing mail and shipments.-
- Maintain the office lobby and adjacent conference rooms in an orderly manner.-
- Update and maintain receptionist procedures and communicate changes to back-up personnel.-
- Maintain a positive relationship with all M3 employees, as well as outside vendors and clients.-
- Maintain a high level of confidentiality with privileged M3 employee and client information.-
- Represent M3 in a professional and positive manner.-
- Assist with preparation of mass mailing projects.-
- Ensure office resources are managed including technology, equipment needs, and office supplies.-
- Provide help to employees with reserving office resources and maintaining kitchen space.**Clerical Support**

**Responsibility or Duty**:

- Create client binders (hard copy and electronic) for new and renewal Property & Casualty commercial and personal policies.
- Create client binders (hard copy and electronic) for Employee Benefits client meetings.
- Assist in creating employee benefits booklets and brochures.
- Create, assemble, copy, and fax projects as needed.
- Assist in creating and assembling presentation materials for employer and employee presentations.
- Assist in preparing custom spreadsheets or data illustrations.
- Assist with preparation and organization of meeting materials including agendas, handouts, overheads, etc.
- Assist with creating and updating EPIC form letters and proposal documents/setups.
- Assist with creating data files utilizing EPIC reports.
- Assist with creating and updating EPIC form letters and proposal documents/setups.
- Enter activities in EPIC per projects completed.
- Use Adobe Pro to update, create or convert various document types.
- Distribute Epic reports to internal clients.
- Pull client reports from carrier websites.
- Distribute reports to external clients.
- Data entry.
- Work with Events department to support agency workshops and seminars.
- Utilize software effectively and efficiently.
- Complete ad hoc projects as assigned.

**Quality Assurance**

**Responsibility or Duty**:

- Organize and prioritize workflow based on job request forms received.
- Comply with EPIC procedures as it relates to correspondence, documents, and data entry.
- Participate in meetings and assist in the development of new procedures and updates of existing procedures to help streamline workflow.
- Knowledge of and compliance with agency policies, standards, and procedures.
- Maintain professional skills through professional development and training opportunities, understanding of automation, and professional clerical and communication skills.

**Qualifications**:
Education

**Required**
- High School or better.Experience

**Required**
- Excellent interpersonal skills.-
- Minimum of one year receptionist experience and/or training is required.**Preferred**
- Demonstrated proficiency in typing with a speed of at least 50 wpm is preferred.- Knowledge of computers, copy and fax machines.- Excellent PC skills and a demonstrated knowledge of Microsoft Office products.- Ability to respond to requests effectively and efficiently.- Ability to prioritize and organize multiple tasks, and remain organized with multiple interruptions.

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