Front Desk/Receptionist
Beacon Hill Staffing Group, LLC

Summary:

Creates a positive first impression for the agency. Directs callers and walk-in clients to the proper person in a professional, accurate and timely manner. Accepts customer payments and performs customer service tasks. Serves as receptionist and point of contact for all visitors to the office. Assist agency with administrative duties. Support office organization and agency operations.

1. Essential Functions/Performance Measures

Accountability/Desired Result

Service Standard

1. Answers incoming calls. (1 st response)/Voice Mail

In a professional manner within 2 rings first 2 phone calls. Be courteous and attempt to satisfy the call. Check for open tasks & verify email, phone numbers. Transfer calls as needed.

2. Greet walk-in customers and receive payments.

Maintain friendly attitude, & at minimum smile & acknowledge you will assist momentarily.

3. Tasks system/Open Task

Maintain daily tasks system, and Agency tasks. Follow-up staff past due tasks weekly.

4. Direct and execute incoming and outgoing mail.

Incoming mail: Stamp received and distribute, outgoing mail correctly prepared. (Typed) Monitor postage account/ Drop Box

5. Prepare daily bank remittance report.

Daily Remittance reports, banks deposits prepared/delivered and spreadsheet documented.

6. Handle customer service requests.

Handle request within 48 hrs or notify manager.

7. Document client contacts.

Documents all client contacts in Agency Management System. (AMS)

8. Handle billing inquiries/ questions/ breakdowns.

Return call by end of day (with or w/o resolution) to update client on status of question. Maintain understanding of Billing.

9. Commercial COI & late pays

Complete simple COI's within same day and distribute to appropriate parties. Complete late pay contacts from all companies as received.

10. Cleaning

Foyer/Reception/Bathroom/Kitchen/Grounds tidy and inviting 100% of the time

11. Assist Principal Agent daily

Prioritize request and provide assistance with organization of agent office.

12. Agency Email

Checked/Distributed minimum 3 times daily (9am, 12pm, 4pm)

13. Claims

Review report daily (commercial & personal)

14. Policy Management

Review downloads/Desktop (each agent/Agency)/Carrier "To do's"/ &/assign, notify client when needed. Daily cancelations

15. Google reviews

Initiate Google reviews

1. Marginal Functions
2. Maintains ledger of accounting logs.
3. Process bad checks received by agency.
4. Retention- Premium Chg report/ cancelation report
5. Manage Returned mail as received.
6. Scanning and correctly assigning information to accts
7. Faxes- distribute as needed. Monitor failed transmissions
8. Review staff workflow sheets/Documentation
9. Manage phone system-Fully understand system, call for support, Tests prompts & holidays
10. Delivers mail Friday afternoons/Postage duties as needed
11. Assist agent/bookkeeper with accounting duties, Prem Acct reconciliation,submit monthly folders
12. Filing needs (Weekly, including Labels, renewals in process & automatic) Mark & Pull Cancels
13. Maintains general office spreadsheets (office supplies, policy transfers, timesheets)
14. Quality Check- Docusign/Tasks/Notes/Quotes/Contacts/Desktop Items
15. Quote numbers/Follow up Report
16. Maintains calendar and alerts and plans special events
17. Clean own desk area and help with general office housekeeping.
18. Marketing: Manage growth dollars, spreadsheet, and Drip efforts as needed.
19. Manage Building & Equipment
20. Assist other personnel as needed to provide a high level of customer satisfaction.

The above statements cover what are generally believed to be principal and essential functions of this position. Specific circumstances may allow or require some people assigned to the job to perform a somewhat different combination of duties as required.

1. Knowledge, Skills and Abilities

Must have a neat appearance and demonstrate effective telephone etiquette. Should be friendly, organized and enjoy dealing with people.

1. Other Requirements:

Prior experience with telephone system desired, comfortable in office environment, fully understands the Employee Handbook and general office procedures. Accounting and Microsoft office experience.

1. Equipment and Software Usage:

Telephone system, computer, calculator, on-line information system and software including but not limited to Microsoft Office.

1. Working Conditions:

Fast-paced multiple tasking conditions, high disruption environment. Team oriented.

Beacon Hill is an Equal Opportunity Employer that values the strength diversity brings to the workplace. Individuals with Disabilities and Protected Veterans are encouraged to apply.

If you would like to complete our voluntary self-identification form, please click here or copy and paste the following link into an open window in your browser: https://jobs.beaconhillstaffing.com/eeoc/

Completion of this form is voluntary and will not affect your opportunity for employment, or the terms or conditions of your employment. This form will be used for reporting purposes only and will be kept separate from all other records.

Company Profile:

Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.

Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.

Learn more about Beacon Hill Staffing Group and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.beaconhillstaffing.com .

We look forward to working with you.

Beacon Hill. Employing the Future (TM)

This job has expired.