Administrative Assistant

Heffernan Insurance Brokers; San Mateo (CA); On-site; USD 23,419 - 31,684; Part time

Job summary

Heffernan Insurance Brokers in San Mateo, CA seeks an Administrative Assistant for part-time support 15-20 hours weekly. You will assist the Commercial Lines Manager and Finance Operations Manager, greet clients, route calls, manage mail, and help prepare documents.

The role emphasizes accuracy, confidentiality, and exceptional customer service as you handle policy processing support, records, and office logistics.

Qualifications

• High School education required or GED.
• Administrative office experience preferred.
• Professional, customer-focused mindset.
• Proficient in Microsoft Office (Excel, Word, PowerPoint).
• Strong multitasking, deadlines, and communications skills.
• Ability to maintain confidentiality and handle sensitive information.

Responsibilities

• Greet clients and visitors.
• Answer and route phone calls professionally.
• Manage mail, deliveries, and general correspondence.
• Assist with ordering office supplies and inventory.
• Prepare documents, reports, and presentations for internal use.
• Schedule meetings, manage calendars, and coordinate logistics.
• Support recording commissions and client documents.
• Enter client information into the agency system with accuracy.
• Deliver excellent customer service and direct inquiries.

Skills

Administrative experience

Customer-focused

Multitasking

Communication (written and verbal)

Problem solving

Confidentiality

Attention to detail

Heffernan Habits

Education

High School diploma or GED

Tools

Microsoft Excel

Microsoft Word

PowerPoint

Job description

Description

The Administrative Assistant will support daily operations by delivering high-quality administrative, clerical, and customer service support. This position helps the office run smoothly, assists the Commercial Lines Manager and Finance Operations Manager, and contributes to a positive client experience. This is a part-time role offering 15-20 hours per week, located in San Mateo, CA.

Department: Commercial Lines

Location: San Mateo, CA

Compensation: $20.00 / hour

Key Responsibilities

Administrative & Operational Support

• Greet clients and visitors.
• Answer and route phone calls professionally.
• Manage incoming and outgoing mail, deliveries, and general correspondence.
• Assist with ordering office supplies and managing inventory of essential office equipment.
• Assist with documents, reports, and presentations for internal use.
• Assist with scheduling meetings, events, managing calendars, and coordinating office logistics.
• Assist with office errands as directed.
• Participate in process improvements and special projects assigned by leadership.

Client Service Support

• Assist Commercial Lines Manager and Finance Operations Manager as directed.
• Assist with recording commissions and client payments.
• Collect necessary documents from clients for policy processing or renewals.
• Enter client information into the agency management system, ensuring accuracy and compliance.
• Deliver excellent customer service by addressing general inquiries and directing clients to the correct team members.
• Support the preparation and processing of insurance applications, endorsements, certificates of insurance, and other standard forms as directed by licensed staff.
• Contact marine clients about upcoming cancellations.
• Compile production reports.
• Work with marketing on new campaigns as assigned.
• Help track outstanding items needed for submissions or renewals.
• Special projects and other duties as assigned.

Skills, Knowledge And Expertise

• Education – High School graduate/GED required.
• Administrative experience in an office environment preferred.
• Professional, customer-focused mindset.
• Proficiency in Microsoft Office, particularly Excel, Word, and PowerPoint.
• Ability to manage multiple tasks, prioritize, and meet deadlines.
• Effective communication and collaboration skills, both written and oral.
• Problem-solving and analytical skills, with attention to detail.
• Ability to maintain confidentiality and handle sensitive information.
• Must embody the Heffernan Habits as illustrated herein.

Why Choose Heffernan?

At Heffernan, our culture is guided by the Heffernan Habits, prioritizing communication, respect, fun, community impact, and celebrating what makes each of us unique. We’re proud of our strong commitment to philanthropy and giving back, and we support our employees with a comprehensive benefits package designed to promote well-being, growth, and long-term success.

Heffernan Habits

These are core values that represent our unique culture.

• Answer The Phone (And Email): Communication is the foundation of success in life, work, and relationships. It begins with being present and responsive to both clients and colleagues. Listen to what is said and notice what goes unsaid.
• Have Fun: Fun is something we don’t shy away from, and participation brings us together on many different levels. Take the time to know your colleagues and let barriers fall away. If we are happy and enjoy time together, we will do a better job for our clients and for one another!
• Be Respectful: Lend a hand, be kind, and smooth the path. Respect is the cornerstone of developing and maintaining strong relationships. Lead with humility, take ownership of your actions, and ease the way for others. We are in this together as a team, as a family, and as trusted advisors to many.
• Do Good: This is our core. We strive to do good for our clients, our community, and our planet.
• Celebrate & Value Our Differences: "Because You\'re Different". It is our differences, when valued and amplified, that allow us to innovate, to learn, to connect, and to stand apart from the rest.