Assisted Housing Risk Management Association
  • 14-Aug-2019 to 13-Oct-2019 (CST)
  • Operations
  • Wheaton, IL, USA
  • Full Time

POSITION DESCRIPTION

Position Title:   Administrative Assistant                                          

Classification: Non-Exempt                                  REPORTS TO:       COO

 

POSITION PURPOSE

Responsible for providing administrative support and assistance to staff.  Responsible for coordinating office functions and ensuring that member/subscriber and organizational information is secure, organized and accessible.  Assembles data and prepares documents and reports.   Responsible for building management.  Assists underwriting personnel.  Provides assistance to members, prospects and business contacts.  Performs and oversees other projects as assigned.

 

ESSENTIAL FUNCTIONS AND BASIC DUTIES

 

Assumes responsibility for coordinating office functions and organization.

  • Maintains complete and accurate electronic and paper files to ensure that information is easily retrievable.
  • Maintains historic records and disposes of same in accordance with policy and law.
  • Gathers and distributes essential communication among staff, clients and business partners.

 

Assumes responsibility for preparing and maintaining records and reports.

  • Assembles underwriting, loss control and sales data in CRM and other programs.
  • Organizes, processes and calculates data for reporting on a regular and special basis.
  • Prepares documents and reports.

 

Assumes responsibility for building management.

  • Coordinates activity of contractors to ensure proper equipment and building maintenance.
  • Maintains office supply inventories.
  • Manages utility accounts.
  • Ensures necessary inspections are completed in a timely manner.
  • Manages space rental and tenant relationships.

 

Assumes responsibility for supporting underwriting personnel.

  • Distributes renewal surveys and ensures complete return receipt of same.
  • Distributes declarations, coverage documents and certificates of coverage.
  • Handles routine client requests in a prompt and courteous manner.

 

Assumes responsibility for establishing and maintaining good business relations and communication with staff, members/subscribers and trade contractors.

  • Resolves or appropriately refers customer questions, requests, complaints or problems.
  • Maintains good communication with staff and vendors, assisting and supporting them as needed.
  • Promotes goodwill and conveys a positive image of AHRMA.
  • Keeps Underwriting staff and COO informed of activities and significant problems.

 

Assumes responsibility for related duties as required or assigned.

  • Ensures that reports are accurate, clearly written, and timely.
  • Ensures that work areas are clean, secure and well-maintained.
  • Plans and attends meetings and training as necessary.
  • Handles special projects as assigned.

 

PERFORMANCE MEASUREMENTS

  1. Records and documents are secure, well-organized and easily retrievable.
  2. Required and requested information and reports are accurate and timely.
  3. Members and Subscribers are treated fairly and courteously and receive accurate and timely information.
  4. Office functions are well-coordinated and efficient.
  5. Good communication and coordination are maintained with underwriting personnel. Assistance is provided as needed. COO is appropriately informed of activities.

 

QUALIFICATIONS

 

Education/Certification:

High school graduate or equivalent.

 

Required Knowledge:      

Knowledge of Microsoft Office Word and Excel.

Knowledge of insurance industry policies and practices preferred.

 

Experience Required:      

Minimum of three years related work experience.

 

Skills/Abilities:                 

Able to schedule and coordinate multiple projects.

Excellent interpersonal and public relation skills.

Well-organized and attentive to detail.

Ability to use related equipment and computer applications.

 

Assisted Housing Risk Management Association
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