Job Description
Are you a highly organized and detail-oriented individual with a passion for supporting a thriving team? Do you excel at multitasking and problem-solving? If so, we have an exciting opportunity for you to join our team as an Agency Administrator! This role can be based in our Irvine, CA office or worked remotely from Arizona, Nevada, or California.
About the Role:
As our Agency Administrator, you'll be the glue that holds our office together, ensuring smooth daily operations and providing essential support to our team. From managing schedules and travel arrangements to preparing reports and maintaining organized filing systems, you'll play a crucial role in keeping everything running seamlessly.
What You'll Do:
Be the friendly voice of our company, answering phones promptly and directing callers to the right person or department.
Provide information about team members' whereabouts and contact details.
Process requests for important documents and handle inquiries efficiently.
Communicate with agents regarding important reminders.
Process vital reports and ensure their timely submission.
Manage agent statements and assist agents with any questions.
Compose, edit, and prepare various documents, including letters, memos, faxes, and spreadsheets.
Organize and finalize documents for signature and distribution.
Maintain accurate document logs and oversee document distribution.
Manage schedules, appointments, and calendars.
Screen, handle, and direct incoming calls.
Schedule conference rooms and arrange catering for meetings.
Sort, open, and distribute incoming mail and correspondence.
Arrange courier or overnight services.
Order and manage office supplies.
Operate office equipment, including copiers, scanners, and phones.
Plan meetings and take detailed minutes.
Prepare regular reports and maintain a well-organized filing system.
Update and maintain office policies and procedures.
Maintain contact lists.
Book travel arrangements and submit expense reports.
Provide general support to visitors and act as the point of contact for internal and external clients.
Liaise with executive assistants to handle requests from senior management.
Prepare daily internal and external communications, including memos.
Prepare new files for approved agents.
Retrieve documents as needed.
Assist with agency applications.
Transfer data using computer systems.
Create user accounts for online systems.
What You'll Bring:
Proven experience as an administrative assistant, virtual assistant, or office administrator.
Knowledge of office management systems and procedures.
Proficiency in MS Office Suite (especially Excel, Word, and PowerPoint).
Excellent time management and prioritization skills.
Strong attention to detail and problem-solving abilities.
Exceptional written and verbal communication skills.
Strong organizational skills and the ability to multitask effectively.
A strong work ethic and a proactive approach.
High school diploma; additional qualifications in administration are a plus.
What We Offer:
Comprehensive Benefits: Health, dental, and vision insurance, employer-paid disability and life insurance, flexible spending accounts, and a 401(k) with company match.
Generous Time Off: Paid time off and company-paid holidays.
Wellness Resources: Support for your well-being.
Flexibility: This role can be full-time or part-time (with the option to transition to full-time).
Remote Opportunity: Work from the comfort of your home in Arizona, Nevada, or California.
Competitive Salary: $60,000 - $70,000 per year (actual rate may vary based on experience and location).
Physical Demands:
This role requires the ability to talk, hear, sit, stand, walk, use hands for typing, reach, and occasionally lift up to 20 pounds. Specific vision abilities are also required.
Employment Type: Full-Time
Salary: $ 60,000.00 Per Year
Job Tags
Holiday work, Full time, Part time, Remote job, Flexible hours, Night shift,