Job Summary: The Front Office Coordinator is the first point of contact for the Design Partners Team. The Front Office Coordinator will make sure the office runs efficiently and in compliance with company policies. The Front Office Coordinator should possess superior verbal communication skills and a pleasant telephone demeanor and is expected to welcome guests and greet people who visit the business by providing a superior experience during their visit to our company office. The Front Office Coordinator will also direct front-desk activities, including directing phone calls and managing the conference room calendars. Ultimately, the Front Office Coordinator’s duties and responsibilities are to ensure that guests are welcomed positively, and all administrative tasks are executed to the highest quality standards.
Essential Job Functions:
Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Design Wealth:
- Greet and welcome guests as soon as they arrive at the office
- Offer guests refreshments such as water, coffee, soda mention snacks
- Set and confirm appointments for Design Wealth Prospects and Clients as directed
- Manage calendars for conference rooms and prepare for Prospect and Client meetings as needed
- Updating client information and making notes in Salesforce CRM for Design Wealth
- Create and distribute client gifts as directed for Design Wealth
- Assist with the planning and preparing for classes and special events including invitations and confirming guest lists
- Complete special projects as needed
Design Health:
- Set and confirm Design Health Client enrollment and follow-up appointments
- Manage Executive calendar
- Manage calendars for conference rooms and prepare for Benefits and Vendor meetings as needed
- Complete assigned enrollment applications for Design Health clients
- Update and maintain client/policy data in CRM for Design Health
- Mange Queues in CRM for Design Health
- Monitor and respond to emails in the Enrollments email for Design Health
- Obtain Design Health form info:
- via telephone directly into CRM and via email utilizing the fillable form
- Address questions for clients including but not necessarily limited to:
- Payments (both initial and ongoing)
- Logging into carrier portals
- Printing temp cards
Additional Responsibilities:
- Answer inbound phone calls for both DW & DH
- Open the office and ensure common spaces are tidy and presentable, with all necessary materials routinely stocked
- Maintain Conference rooms throughout the day making sure the snack basket is fully stocked and inviting for DW guests
- Maintain beverage station; stock guest fridge with soda and water and ensure hot beverage area is stocked with pods, tea, and essential supplies (fill the reservoir with water, cups, sugar, cream stir sticks)
- Maintain kitchen area to include loading and unloading dishwasher & order and stock necessary supplies
- Maintain stock of office essentials and cleaning supplies; notify Tiffiny or Lori or make orders for supplies on Amazon/Walmart/etc.
- Maintain shred box and schedule pick up when needed.
- Maintain printer, paper, and ink – ensuring we have enough supplies to replace used
- Ensure that meeting preparations, including beverage setup, meal delivery, communication links, and conference room organization are finalized prior to group meeting commencement
- Other duties as assigned
Experience and Education:
- High school degree or GED required, but relevant years of experience will be considered
- 1-3 years of related experience, including 1 year of insurance industry support experience
Requirements:
- Professional attitude and appearance and pleasant telephone demeanor
- Solid written and verbal communication skills
- Creative design abilities
- Ability to be resourceful and proactive when issues arise
- Excellent organizational skills
- Multitasking and time-management skills, with the ability to prioritize tasks
- Customer service attitude
- Proficiency in using computers and maintaining required documentation of all activities in a timely manner as required
- Excellent listening and analytical skills to understand client needs and match with optimum available solutions
- Able to utilize Microsoft Outlook, Salesforce CRM, Microsoft Dynamics CRM, and Microsoft Office 365 efficiently
Behavioral Attributes:
- Excellent interpersonal, decision-making, organizational, and administrative skills with the ability to multi-task in a fast-paced office environment
- Capable of prioritizing workflow to meet real-time needs
- Must be a flexible and approachable member of the team who can effectively handle shifting schedules and tasks
- Ability to work autonomously, take initiative and follow through while anticipating and preparing for future needs
- Willing to do the work required to produce the desired result
Physical Requirements:
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.
- This is largely a sedentary role; however, some filing is required.
- Ability to lift files of about 20 lbs.
- Open filing cabinets at all levels
- Bend for long periods of time
- Stand on a stool as necessary