What are the responsibilities and job description for the INSURANCE AGENCY SUPPORT SPECIALIST position at Heidrick Company Insurance?
Job Description
Heidrick & Co. Insurance is a privately held, independent insurance agency with offices in Sanibel and Fort Myers, Florida. The regular schedule is 8 a.m. – 5 p.m. Monday through Friday. In the event of a catastrophe, such as a hurricane, additional hours will be required.
The Agency Support Specialist reports to the Office Manager and follows a hybrid schedule between our Sanibel and Fort Myers offices. He/she is expected to divide time between both locations based on operational needs, meetings and team coordination. After the probationary period and thorough training, occasional remote work may be permitted with prior approval.
The Agency Support Specialist plays a vital role within the agency. In this position one will provide support to management and other team members in a number of areas, as well as coordinating all new business inquiries for the agency's personal lines insurance department.
Heidrick & Co. Insurance is a very busy office environment. The Agency Support Specialist will be required to manage a number of projects simultaneously. He/she may be interrupted frequently to meet the needs and requests of clients, staff, insurance carriers and others.
While this is an entry level position, as the company continues to grow it can be a springboard into higher administrative or insurance account team opportunities.
Benefits
Paid Time Off (PTO)
Health Insurance
Hands on Training
Mon-Fri Schedule
Paid Tolls
Responsibilities
New Business Coordination
• Answer incoming calls and respond to incoming email inquiries from prospective clients, realtors and other referral sources to collect accurate contact and risk information.
• Schedule in-office appointments for those who prefer to meet in person and assist walk-ins looking for coverage.
• Advise which inspection and municipal reports are required for quoting and coordinate the scheduling when needed.
• Create and maintain accurate client information into the company’s agency management database and other technology solutions.
• Search county property appraiser websites to locate details related to home and condominium unit purchases.
• Support agents with any additional information or documentation needed for accurate quoting and binding.
• Provide back-up to client teams with answering incoming phone calls and addressing office visitor requests.
• Assist staff with correspondence and policy delivery.
• Track new business successes, providing monthly reports to the Management team.
Administration
• Answer incoming phone calls.
• Process mail by sorting, scanning and sending it to the assigned team’s AAM.
• Coordinate birthday and company anniversary acknowledgements, gifts, etc.
• Process returned mail.
• Schedule meetings and/or travel for Executive Management.
• Hospitality – greet clients and guests, setting them up in the appropriate location and making them comfortable.
• Special administrative projects requested by management.
Internal Communications
• Send morning email and daily reports.
• Develop staff training emails (tip of the day, carrier updates, etc.).
Personal & Commercial Insurance Team Support
• Daily management of Expiration Report, reacting to or alerting the assigned team to any cancellations.
• Retrieving, checking and attaching policies and endorsements.
• Management of the agency lender email box, providing assistance when possible.
Requirements
Excellent organizational and time-management skills will be imperative to complete required tasks successfully. No insurance experience is required.
Education and/or Experience
• At least two years of professional office experience in which computers and commercial phone systems were utilized is required.
- If all other requirements are met, one with extensive hospitality and/or customer service experience will be considered.
• Some college experience is helpful, but not required.
Communication Skills
• Strong oral and written communication skills required.
• Highly effective listening skills.
Reasoning Ability
• Strong, independent problem-solving skills.
• Ability to remain organized and detail-oriented, even with frequent interruption.
Computer Skills
• Must be highly skilled at Microsoft Office products, particularly Word, Outlook, Excel and Adobe DC.
• Proficient with Google Chrome and other internet browsers.
• Minimum typing speed of 50 wpm.
• Ability to scan, attach and upload files/photos.
• Ability to quickly learn Windows-based agency management system and other technology tools.
Salary : $18 - $21