Administration & Support Assistant

JTR JT Rosborough; Ellsworth (ME); On-site; USD 21,000 - 30,000; Full time

Benefits offered by this job

Company Paid Life Insurance

Long-Term Disability

Short-Term Disability

Medical, Dental, Vision

FSA/HSA plans

401(k) with company match

Additional voluntary benefits

Job summary

Hilb Group in Ellsworth, ME is seeking an Administration & Support Assistant to join our team in-office. The role supports payments, documentation, and general office operations, ensuring smooth daily workflow.

The ideal candidate is organized, communicates well, and comfortable learning new software and insurance workflows. Join a collaborative team and contribute to customer service and office efficiency.

Qualifications

• Demonstrated communications and interpersonal skills.
• Basic computer hardware setup knowledge and multiline phone systems.
• Proficiency in Microsoft Word and Excel.
• Familiarity with insurance workflows is helpful but not required.
• Ability to learn and adapt to new software used in the insurance industry.
• Commitment to ongoing training and following established procedures.

Responsibilities

• Sort, scan, log, and mail incoming checks and communications.
• Process payments and communicate with team on receipts.
• Distribute faxes and manage office voicemail.
• Order office supplies and organize meetings/events.
• Support postage, printers, and office equipment maintenance.
• Provide general administrative tasks like scanning and mailing.
• Assist with data processing projects as needed.
• Answer phones and direct visitors to staff.

Skills

Communication skills

Interpersonal skills

Organization

Prioritization

Team collaboration

Education

High School diploma

Tools

Microsoft Office (Word, Excel)

Multiline phone systems

Job description

Grow With Us! At Hilb Group, we recognize that our associates are our greatest asset. We promote a service-driven culture of high performance that encourages career and professional development. The Hilb Group is currently seeking a motivated and ambitious Administration & Support Assistant to join our team. This position will report to our agency located in Ellsworth, ME. The ideal candidate will be motivated to succeed, is well organized, able to prioritize, and able to work well with a team. This is an in-office position.

Responsibilities:

• Sort, scan, and log and mail incoming carrier and client checks
• Communicate with team members regarding payments received
• Distribute all incoming faxes and monitor general office voicemail
• Place orders for all office supplies
• Assist in organizing meetings and office events, including ordering food or refreshments
• Manage postage meter and printer/scanner supplies and maintenance
• Provide administrative and clerical assistance such as scanning, printing and mailing
• Occasionally assist with data processing projects
• Answer and direct incoming phone calls to appropriate staff
• Direct and provide assistance to customers and other people visiting the agency
• Receive, open, sort, and scan incoming mail
• Sign for all deliveries and other services rendered to the agency
• Maintain conference room schedule and direct visitors to appropriate rooms

Qualifications:

• Minimum High School degree
• Demonstrated communications and interpersonal skills
• Basic working knowledge of computer hardware setups and multiline phone systems
• Strong working knowledge of Microsoft Office products including Word and Excel
• Familiarity with insurance workflows and processes desired but not required
• Ability to learn and adapt to new and evolving software products relevant to the insurance industry
• Strive to continuously pursue training and development opportunities to build knowledge and skills
• Understand and follow established workflows and procedures

  Benefits:

  • Company Paid Life Insurance, Long-Term and Short-Term Disability.
  • Medical, Dental, Vision and FSA/HSA plans.
  • 401(k) with company match.
  • Additional voluntary benefits including Critical Illness, Accident Insurance, Hospital Indemnity and Supplemental Life Insurance, Legal and Identity Protection, and Pet benefits.
  • Generous PTO.

  Hilb Group is an equal opportunity employer, and we actively support and comply with all applicable federal, state, and local laws prohibiting all forms of discrimination in employment. Additionally, we have a zero-tolerance policy for all forms of harassment in violation of federal, state, and local laws.

  Founded in 2009, Hilb Group is a Top 25 middle-market independent insurance broker. Hilb Group offers expertise in property & casualty, employee benefits, human resources consulting, and retirement services to businesses and individuals throughout the nation. Hilb Group provides the resources of a big insurance broker and the attentive, personal service of a small agency. Our people are our greatest strength. Our values of trust, passion, integrity, and growth drive our actions to benefit every client. #LI-DNP