Administrative Assistant bei OVD Insurance

Description

Position Summary:

The Administrative Assistant is primarily responsible for the daily operations of the front desk and administrative duties and projects supporting multiple departments. Daily operation functions include answering the main phone line and successfully transferring to the appropriate department or staff member, distributing incoming emails and faxes, processing incoming and outgoing mail.

Location: Grand Rapids, MI

Work Model: Fully Onsite

Here's what you’ll do:

• Answers incoming phone calls, determines callers' needs, and directs calls to the appropriate employee or department within the agency.
• Receives and sorts all incoming mail for all departments; scans and delivers items to employees, as instructed per department.
• Prepares outgoing metered mail; prints documents and labels and prepares envelopes for mailing.
• Prepares outgoing specialized, non-metered mailings, large shipments, overnight mailings, and certified mailings.
• Greets guests; offers coffee or water and notifies the appropriate party within the office.
• Ensures the tidiness of shared office spaces, such as the kitchens, breakrooms, and reception area - wiping down kitchen surfaces, washing out coffee pots, and cleaning out refrigerators, as needed.
• Keeps inventory of and places orders for office supplies.
• Maintains employee contact information data; sends updated copies to all employees as needed.
• Assists with data entry and clerical tasks for multiple departments.
• May assist with some event planning for company initiatives.
• Maintains and cares for office plants throughout the building.
• Any other duties and tasks that are required by the Company.
• General Direction: Plans and arranges own work. Uses a wide range of procedures to accomplish assigned objectives.
• No supervision: No supervisory responsibilities.

Requirements

Here’s what you’ll need:

• High School Diploma, Associate's degree preferred.
• One (1) to three (3) years of experience in an office setting.
• Bi-lingual preferred.
• Ability to work onsite in a full-time capacity.
• Drive. Ownership. Accountability. Passion. 
• High energy work ethic with ability to work independently while maintaining excellent customer relationships. 
• Ability to work collaboratively with others. 
• High level of prioritization and organization skills.
• Demonstrated ability to build and maintain relationships with diverse populations in a culturally sensitive manner.
• Proficient in Microsoft Office applications, internet usage and use of office machines. 
• Demonstrated ability to work within a team-based environment.

Core Competencies:

• Accuracy: Achievement of correct and precise work.
• Accountability: Acceptance of responsibility and one's own actions. 
• Written Communication: Ability to write letters, reports, articles, and e-mails using clear and concise vocabulary, style, grammar, and punctuation.
• Customer Orientation: A desire to serve clients by focusing efforts on listening and responding effectively to customer questions, resolving customer problems to their satisfaction, and evaluating customer satisfaction. 
• Problem Solving: Ability to recognize courses of action which can be taken to handle problems or potential problems and applying contingency plans to solve those problems. 

Work Environment & Physical Requirements:

The work environment and physical demands described here are representative of those that may be encountered and must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Low to Moderate noise (i.e. business office with computers, phone, and printers)
• Ability to work in a confined area.
• Ability to sit at a desk for an extended period.
• While performing the duties of this job, the employee may be regularly required to stand, sit, talk, hear, reach, stoop, kneel, and use hands and fingers to operate a computer, telephone and keyboard. 
• Specific vision abilities required by this job include close vision requirements due to computer work and the ability to read and understand written word. 
• Light to moderate lifting may be required. 

OVD Insurance is an Equal Opportunity Employer, including disability and veteran, that celebrates diversity and believes employing a diverse workforce is key to our success. We are committed to providing equal employment opportunities to all individuals. All applicants will be considered for employment without attention to race, color, religion, age, sex, sexual orientation, gender identity, national origin, veteran, or disability status.  

To Executive Search Firms & Staffing Agencies: OVD Insurance does not accept unsolicited resumes from any agencies that have not signed a mutual service agreement. All unsolicited resumes will be considered OVD Insurance property, and OVD Insurance will not be obligated to pay a referral fee. This includes resumes submitted directly to Hiring Managers without contacting OVD Insurance Human Resources Talent Department.

We are not able to sponsor work visas for this position.

This job description does not list all duties of the job. Employees may be asked by management to perform other duties as needed. The Company reserves the right to revise this job description at any time. This job description is not a contract for employment and does not infringe upon the Company’s at-will employment status.