Administrative Assistant

Company: HWP Insurance
Location: Washington
Posted on: May 16, 2022

Job Description:

Core Job Functions:

--- Responsible for the Agency's telephone and information system.
o Respond to all incoming calls in a timely and professional manner, forward to the appropriate individual.
o Maintain the General Mailbox both messages and voice recordings for Holiday and office closures.

The Agency Expectation is that every call receives a live answer except when out to lunch or on restroom break(s)

--- Responsible for lobby and reception area.
o Available to greet client/Guests/Staff/couriers etc. and allow access to the office via the secure entrance when needed
o Maintain Lobby, Conference Room, and Receptionist desk in "guest ready" condition

--- Responsible for Mail in its various formats:
o US Mail
--- Receive, sort, and distribute incoming mail to staff
--- Process daily outgoing mail, including dropping it off at the local mailbox
--- Prepare envelopes and labels for mailing

o FedEx/UPS etc.
--- Process all Overnight packages, keep a log of deliveries and pickups, including scheduling pick-ups and/or dropping off at local dropbox at end of the day when necessary
--- Prepare envelopes and labels for mailing

o Faxes
--- Assist with outgoing faxes when necessary
--- Distribute all incoming e-faxes to employee's e-mail inboxes

--- Responsible for maintaining the Office and Kitchen Supply Inventory:
o Check on break room supplies each morning; making sure it is tidy, enough coffee; creamer; sugar, etc. are available and fully stocked for staff and visitors
o Determine quantities of all supplies on hand at a minimum of two-week intervals; place the order online for all items needed
o Receive order upon delivery; check for accuracy and put items away in a timely fashion

--- Responsible for Communication/Service Calls w/Vendors for the following:
o Photocopy & Fax Machines - monitor toner levels
o Shredding Vendor: scheduling pick-up dates etc.
o Pitney Bowes - monitor available postage balance and replenish as needed
o General Building maintenance i.e.: plumber, electrician, cleaning staff, etc.: places services calls when necessary.
o Maintain relationships with Property Management, Parking attendant, etc.

--- Assist with other administrative projects as needed

Other Support Functions:

--- Assists with photocopying / collating projects as needed
--- Keeps Supply area, Copy area, and all common areas tidy
--- Type memos, letters, envelopes, and labels for agency associates
--- E-file items and attach into Agency Management System (EPIC)
--- Process mass mailings including performing a mail merge
--- Assist with the data entry of Commission into Agency DataBase

Keywords: HWP Insurance, Washington DC , Administrative Assistant, Administration, Clerical , Washington, DC