Operations Assistant

HUB International; Tampa (FL); On-site; USD 28,000 - 36,000; Full time

Job summary

HUB International is seeking a Receptionist to cover the lobby and provide essential administrative support at our Tampa facility. You will greet visitors, manage calls, handle mail, coordinate conference room scheduling, and assist with meetings and day-to-day office operations.

The role requires 1–2 years in a receptionist or customer service setting, strong English communication, and solid MS Office proficiency.

Qualifications

• 1–2 years of experience in receptionist or customer service in an office environment.
• Excellent oral and written English communications skills.
• Superior customer service and problem solving abilities.
• Proficiency with computer systems, including Microsoft Office and automated agency management systems.
• Ability to work in a team environment.
• Ability to work a full-time schedule at HUB’s facility.

Responsibilities

• Answer and transfer all incoming calls.
• Greet and direct visitors in the lobby.
• Process incoming mail electronically; prepare outgoing mail.
• Coordinate scheduling and setup of conference rooms for staff and clients.
• Coordinate and support lunch meetings, including ordering and cleanup.
• Maintain cleanliness of conference rooms, lobby and kitchen.
• Distribute faxes via email throughout the day.
• Report maintenance issues to property management.
• Maintain office contact lists and order office supplies.
• Provide ad-hoc admin support such as data entry and reporting.
• Demonstrate proficiency in Microsoft Office Suite and related tools.

Skills

Phone etiquette

Customer service

MS Office

Data entry

Team player

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Agency management systems

Job description

SUMMARY

The Receptionist is responsible for lobby and reception coverage, administrative duties, administrative support, and coordination of various tasks associated with the office and all management and staff.

Essential Duties and Responsibilities

• Manages the answering/transferring of all incoming calls
• Greets/directs all visitors and non-visitors in lobby area
• Electronically process all incoming mail
• Prepare outgoing mail and overnight deliveries
• Coordinates scheduling and set up of ALL conference rooms for employees, clients, etc.
• Coordinates lunch meetings to include ordering, set up and clean up
• Maintain cleanliness of conference rooms, lobby and kitchen
• Distributes FAXES via email “continuously” throughout day
• Works with property management company to report building maintenance/repair issues
• Maintains contact lists for the office
• Ordering office supplies maintaining sufficient stock
• Assist operations or other departments on an as needed basis for reporting, data entry, deposits and any other administrative support
• Proven computer proficiency – Microsoft Office Suite (Outlook, Word, Excel, etc.)

The essential duties contained in this job description reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility. It should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences, equalize peak work periods or otherwise to balance the workload.

Work Experience Requirements

• At least 1-2 years of experience in a receptionist or customer service role in an office environment
• Excellent oral and written English communications skills
• Superior customer service and problem solving skills
• Demonstrated proficiency with computer systems, including but not limited to Microsoft Office and automated agency management systems
• Ability to work in a team environment
• Ability to work a regular, full-time work schedule at HUB’s facility(s)

Department Office Administration & Clerical

• Required Experience: 1-2 years of relevant experience
• Required Travel: Negligible
• Required Education: High school or equivalent

HUB International Limited is an equal opportunity employer that does not discriminate on the basis of race/ethnicity, national origin, religion, age, color, sex, sexual orientation, gender identity, disability or veteran's status, or any other characteristic protected by local, state or federal laws, rules or regulations.

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Hi, we’re HUB.

In a rapidly changing world, we advise businesses and individuals on how to prepare for the unexpected. When you partner with us, you're at the center of a vast network of experts who will help you reach your goals through risk services, claims management, and compliance support. And this gives you the peace of mind that what matters most to you will be protected — through unrelenting advocacy and tailored insurance solutions that put you in control.

About HUB International

Headquartered in Chicago, Illinois, HUB International Limited (HUB) is a leading full-service global insurance broker providing property and casualty, life and health, employee benefits, investment and risk management products and services. From offices located throughout North America, HUB’s vast network of specialists provides peace of mind on what matters most by protecting clients through unrelenting advocacy and tailored insurance solutions. For more information, please visit hubinternational.com.