Overview
Office Manager & Executive Assistant Jobs in Grand Rapids, MI at Northgate Resorts
The responsibility of the Front Desk Coordinator position is to serve as the primary contact for clients and customers and assist with work as needed. Specific responsibilities include but will not be limited to:
· Greet visitors and direct them appropriately
· Answer, screen and transfer telephone calls
· Maintain telephone system and agency directory
· Process incoming and outgoing mail; deliver outgoing mail to Post Office
· Maintain the reception area- ensure kitchen, conference rooms, and front lobby are cleaned throughout the day
Validate parking for clients and recruits
Maintain and communicate the parking validation log to team monthly
Run end of month reports: Printer/Copier and postage usage
Coordinate all office supplies and marketing material orders and maintain order log. All orders must be approved by Chief of Staff prior to placing orders
Sign for letters and packages (count and verify before signing) and notify the recipient after proper compliance inspection
Manage Ricoh
· Oversee facilities management- maintenance of office space (work with Irvine Company)
· Work with ACE parking- manage parking list, coordinate with finance department for monthly invoices/checks and validations, set up new parkers
· Building key management system
· Ringcentral phone system- update packages, add phones, change for new users, etc.- work with tech coach
· New representative or employee set-up (laptop/printers/scanner/phone/key cards/parking cards)
· Log investment checks & manage check deposits
· Collect all office bills and communicate with finance team
· Make copies, send and distribute faxes and maintain copy and fax machines
· Answer basic policy owner/policy benefit questions
· Help recruiting team with online sourcing
Handle case notes, process correspondence and maintain client case files
Client Service Support
· Complete and review insurance applications, conversions and policy changes for completeness and accuracy and return to representative for any missing information
Arrange medical, paramedical and any exams necessary for underwriting
Process incoming non-securities related insurance service requests from clients (process address changes, bank change information, loan requests and ISA service inquiries)
File new statements, account forms and other insurance/investment-related materials
Maintain supplies of current insurance/investment-related marketing materials
Input data and create PX proposals/ illustrations. Gather information at direction of financial representative in preparation for client/prospect meeting
Prepare policies for delivery when appropriate
· Discovery letters/emails
· Feed Lists Requests
· Order business cards for new representatives
Job Type: Full-time
Pay: $24.00 per hour
Benefits:
401(k)
Dental insurance
Health insurance
Paid time off
Vision insurance
Schedule:
Monday to Friday
Education:
Bachelor’s (Required)
Ability to Commute:
La Jolla, CA 92037 (Required)
Work Location: In person
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Title: Office Manager & Executive Assistant
Company: Northgate Resorts
Location: Grand Rapids, MI
