As the “first face” of American Trust Insurance, the Agency Assistant needs to create a welcome environment, through kindness and sincerity, when answering the phone or greeting customers.
Always greets callers and visitors with a warm smile; helpful to the needs of staff and visitors; takes pride in the agency’s physical appearance; driven by fairness; passionate about follow-up; organized; predicts rather than reacts.
PRIMARY RESPONSIBILITIES AND ACCOUNTABILITIES:
Answers incoming calls within three rings, positively and warmly.
Directs callers and walk-in traffic to appropriate people.
Offers refreshments and other comforts to all visitors.
Returns to on-hold calls every 45 seconds, asking caller to keep holding or forward to voicemail/leave a message.
Active in every call group in phone system.
Perform open and closing duties of the office area at designated times.
Complete document scanning daily.
Process customer payments: physical deposits, payments not requiring reinstatement
Maintains a neat, attractive office area.
Process centralized mail—incoming and outgoing.
Collects, date-stamps, and distribute daily mail to appropriate party.
Assist with projects as needed including printing documents, assembling proposals, policies and preparing documentation as directed.
Assists Account Executives and Account Managers as needed to take first reports of claims.