Western - Broker Support - Receptionist

OTIP Group of Companies (OTIP, Orbit, Curo); Wetaskiwin; On-site; CAD 40,000 - 55,000; Full time

Benefits offered by this job

Defined benefit pension

Education/licensing support

LinkedIn Learning access

Career advancement opportunities

Job summary

OTIP Group of Companies is seeking a Receptionist and Service Administration Representative to uphold a professional image and provide administrative support to management and Sales/Service teams. The role involves greeting visitors, handling inquiries, directing visitors, and supporting billing, deposits, and document processing.

The position requires a secondary school diploma, licensing (RIBO/AIC is a plus), and at least one year of office administration experience.

Qualifications

• Secondary school diploma required.
• RIBO licence or AIC licence strongly preferred.
• Minimum of one year experience in office administration as receptionist or related field.
• Demonstrated ability to communicate effectively with internal and external stakeholders.
• Proven time management and organizational skills.
• Proficiency with Microsoft Office; knowledge of the Applied Management System an asset.

Responsibilities

• Greet visitors in person or by phone and route inquiries as needed.
• Answer calls or emails, transfer calls, and monitor lines after hours.
• Maintain facility security and logbooks; report malfunctions.
• Process client payments, deposits and bank runs.
• Prepare and send policy documents to clients and manage correspondence.

Skills

Exceptional communication

Telephone etiquette

Stakeholder management

Time management

Organizational skills

Microsoft Office

French (asset)

Education

Secondary school diploma

Tools

Microsoft Office Suite

Applied Management System

Job description

What You'll Do:

The Receptionist and Service Administration Representative is responsible for properly portraying TW’s professional image both over the telephone and in person with members 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.

• Greets visitors in person or by telephone, and answers or refers inquiries, as required.
• Directs visitors using the employee and department directories.
• Monitors and reports line and system problems to the Information Technology Services department for repair.
• Answers incoming telephone calls or emails, transfers calls, and monitors the lines after hours.
• Maintains facility security. This includes monitoring logbooks, opening and closing the building, arming and disarming the building security system, and reporting malfunctions to the building maintenance helpdesk, as required.
• Maintains the petty cash float, monitoring the float, making the necessary change and completing monthly reconciliations.
• Takes client payments and applies them accordingly.
• Completes deposits and bank runs.
• Authorizes receipt of special deliveries and distributes documents to appropriate personnel, as required.
• Organizes work by reviewing, sorting and routing incoming department correspondence, collecting information, forwarding cheques to the respective insurance carriers and initiating communications, as required.
• Reviews, prepares and sends various insurance policy documents to clients as required.
• Reviews and responds accordingly to customer and third party requests. This includes, but is not limited to, contacting members and third parties for additional information, assisting with walk-in clientele and returning messages.
• Completes administrative requests, which includes assembling information and documents, sending documents to members, preparing member or prospect letters, and/or making changes to policies.
• Responds to telephone inquiries and written requests from both internal and external stakeholders. This includes answering general account inquiries, processing billing changes directly on the carrier’s online system, and assessing risk according to binding requirements and client payment history.
• Processes policy cancellations and reinstatements as requested by members and underwriters.
• Orders supplies and maintains supply levels for various departments.
• Responsible for ensuring insurance policy documentation is batched and scanned to the appropriate client file daily within the Broker Management System.
• Keeps information confidential to protect operations.
• Performs other duties within competence, as assigned.

Let’s Talk About You:

• A secondary school diploma.
• A RIBO licence or AIC licence.
• A minimum of one year’s experience in office administration as a Receptionist or a related field.
• Exceptional communication skills and a pleasant telephone manner.
• Demonstrated ability to deal effectively with all levels of internal and external stakeholders.
• Superior time management and organizational skills to manage competing priorities.
• Intermediate knowledge of Microsoft Office Suite applications.
• Experience working with The Applied Management System is considered an asset.
• The ability to communicate in French is considered an asset.

Salary Range: $39,673 - $54,550

This position offers a competitive salary along with rewarding bonuses that recognize your dedication.

At the OTIP Group of Companies (OGC), we value transparency and take multiple factors into account when determining your starting salary, including your skills, experience, and alignment with the role as well as internal equity, while positioning you for continued growth and recognition over time.

Some of the Perks We Offer:

We offer best-in-class pension and benefits, total reward programs and comprehensive mental wellness support to set you up for every success in and outside of work. Here are just some of the reasons you’ll love working here:

• Defined benefit pension plan for a financially confident retirement
• 100% coverage of approved continuing education and licensing fees
• Access to a wealth of learning resources, including LinkedIn Learning for professional development
• Unlock your potential with opportunities for advancement