What You’ll Do:

Reporting to the Manager, Shared Services, you’ll be responsible for properly portraying Orbit’s professional image both over the telephone and in person with clients and visitors, and administratively. This includes being responsible for providing information and administrative support to management, and Sales and Service Representatives to enhance the effectiveness of the organization. 

The core parts of your role will be to: 

• Greet visitors in person or over the phone and handle inquiries or direct them to the appropriate personnel. 

• Process daily correspondence, including reviewing, sorting, scanning, and routing incoming documents. 

• Initiate communication when required regarding incoming correspondence. 

• Ensure insurance policy documentation is batched and scanned daily to the appropriate client file within the Broker Management System (BMS). 

• Organize departmental tasks by managing incoming correspondence and forwarding cheques to appropriate insurance carriers. 

• Forward after-hours messages to the appropriate department via email. 

• Authorize receipt of special deliveries and distribute documents to relevant personnel. 

• Accept client payments and apply them accurately. 

• Order and maintain supply levels for various departments. 

• Perform bank runs and deposits, as needed (based on office location). 

• Qualify leads and collect data for sales teams. 

• Provide quality customer service by adhering to service standards and maintaining confidentiality. 

• Respond to verbal and written inquiries from internal and external clients with accurate information and timely resolutions. 

• Address customer and third-party requests, including contacting clients for additional information. 

• Assist walk-in clientele and return messages promptly. 

• Process account changes, such as billing adjustments, directly on the carrier's online system, ensuring compliance with binding requirements and client payment history. 

• Handle policy cancellations and reinstatements as requested by members or underwriters. 

• Manage office supplies to ensure inventory levels are maintained for all departments. 

• Maintain strict confidentiality to protect client and organizational information. 

• Perform additional administrative duties as assigned, within the scope of the role.