Office Support Specialist

Serve as the primary point of contact for incoming phone calls, visitors, and general office inquiries.

Receive, distribute, and process incoming mail, packages, and deliveries.

Maintain office, kitchen, and operational supply inventories and coordinate replenishment as needed.

Assist with conference room scheduling, office organization, and facility-related requests.

Provide administrative support to management and account teams.

Coordinate and distribute internal announcements, office communications, and administrative updates.

Assist with employee recognition programs, birthdays, anniversaries, and team events.

Support onboarding logistics, including workspace setup, office access, and resource coordination.

Maintain office procedures, departmental contact lists, and administrative documentation.

Perform daily review of cancellation notices and pending policy cancellations.

Contact insureds regarding cancellation notices, payment concerns, missing documentation, and coverage-related administrative matters.

Follow up with clients, carriers, and internal staff to help prevent avoidable policy cancellations.

Track cancellation activity and provide status reports to management.

Support account managers with administrative tasks related to policy servicing, renewals, and policy maintenance.

Communicate professionally and courteously with insureds, carriers, vendors, and business partners.

Monitor, route, and track incoming service requests to appropriate team members.

Maintain accurate records of client communications and follow-up activities.

Support agency service standards by ensuring timely handling of administrative client requests.

Previous experience in administrative support, office management, customer service, insurance, or a related field preferred.

Strong organizational skills with exceptional attention to detail.

Excellent verbal and written communication skills.

Proficiency with Microsoft Outlook, Word, Excel, Teams, and other business software applications.

Ability to prioritize work, manage multiple assignments, and meet deadlines.

Professional demeanor with a positive, collaborative, and customer-focused attitude.

Ability to maintain confidentiality and exercise discretion when handling sensitive information.

Experience working in an insurance agency, brokerage, or professional services environment.

Strong follow-up and organizational habits.

Comfortable interacting with clients and business partners via phone and email.

Self-starter who takes initiative and can work independently while supporting a larger team.