Front Desk Coordinator

Shepherd Insurance; Carmel (IN); On-site; USD 30,000 - 40,000; Full time

Job summary

A leading insurance agency in Carmel is seeking a Front Desk Coordinator responsible for greeting clients, managing phone calls, and ensuring smooth front office operations. The ideal candidate will have at least two years of experience in a similar role and possess strong communication and organizational skills. This position offers a supportive work environment within a family-oriented culture. Join us to help deliver exceptional service to our clients!

Qualifications

• At least two years of experience in a similar position.
• Ability to handle a large volume of phone calls (average 250 daily).
• Ability to work independently and follow directions effectively.

Responsibilities

• Greet visitors and determine their needs.
• Answer incoming calls and manage phone inquiries.
• Perform mail distribution and schedule meetings.

Skills

Strong typing skills

Excellent verbal communication

Strong organizational skills

Interpersonal communication skills

Education

High school diploma or equivalent (GED)

Tools

Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)

Job description

This is an ideal opportunity to work at a growing organization with a strong family culture. Shepherd Insurance is a privately-owned insurance agency that has delivered risk management solutions since 1977. With a wide variety of insurance and financial products, we are among the largest independent agencies in the country.

As a Front Desk Coordinator within the Shepherd family, you are responsible for greeting customers and clients, answering incoming calls, directing calls to appropriate employees, mail distribution, flow of correspondence, meeting scheduling and organization, requisition of supplies, facility and building maintenance, as well as additional clerical duties as requested.

Responsibilities

• Greet visitors, determine their needs, check appointments and direct them to the proper associate.
• Provide positive, prompt, accurate, and courteous service to clients.
• Receive all in-coming telephone calls to the Agency and refer call to the proper person or voicemail.
• Receive all in-coming faxes to the Agency and forward to the proper person in the Agency.
• Answer questions and give information directly to person based on knowledge of Agency.
• Take accurate telephone messages for Agency personnel as necessary.
• Assist Agency personnel to initiate telephone calls, as necessary.
• Handle incoming and outgoing mail responsibilities.
• Scan and forward urgent mail to appropriate personnel/office.
• Manages the reception area and kitchen to maintain professional image.
• Perform other related duties as assigned.

Requirements

• Experience: At least two (2) years’ experience in similar position is desirable.
• Education requirement: High school diploma or equivalent (GED) is required.
• Ability to handle switchboard and a large volume of phone calls (average 250 daily).
• Strong typing skills.
• Excellent verbal, written, and interpersonal communication skills.
• Strong organizational skills.
• Ability to work independently on assigned tasks as well as to accept direction on given assignments.
• Ability to work collectively with the administrative team associates.
• Familiar in a variety of computer software applications including Microsoft Office products (Word, Excel, Outlook, PowerPoint), agency & document managing system.

The above noted job description is not intended to describe, in detail, the multitude of tasks that may be assigned, but rather to give the associate a general sense of the responsibilities and expectations of the position. As the nature of business demands change, so too may the essential functions of this position.

AMERICANS WITH DISABILITY SPECIFICATIONS

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is not exposed to weather conditions. The noise level in the work environment is usually moderate.