Administrative Project Coordinator

Essential Functions and Responsibilities:

• Greet and announce all M3 guests.
• Receive and route all incoming calls, faxes and special deliveries to the appropriate M3 employee.
• Assist the administration department with clerical support as needed.
• Support with planning and coordination of agency workshops, trade shows, and seminars.
• Assist in formation and distribution of client communications.
• Assist with office management including: technology and equipment, office supplies, reserving office
  resources (rooms, vehicles, etc.), and maintaining kitchen space.

Reception/Office Support

Responsibility or Duty:

• Receive and route incoming calls using a computer based phone system.
• Greet and announce visitors.
• Receive and distribute incoming mail and faxes, and handle outgoing mail and shipments.
• Maintain the office lobby and adjacent conference rooms in an orderly manner.
• Update and maintain receptionist procedures and communicate changes to back-up personnel.
• Maintain a positive relationship with all M3 employees, as well as outside vendors and clients.
• Maintain a high level of confidentiality with privileged M3 employee and client information.
• Represent M3 in a professional and positive manner.
• Assist with preparation of mass mailing projects.
• Ensure office resources are managed including technology, equipment needs, and office supplies.
• Provide help to employees with reserving office resources and maintaining kitchen space.

Clerical Support

Responsibility or Duty:

• Create client binders (hard copy and electronic) for new and renewal Property & Casualty commercial and personal policies.
• Create client binders (hard copy and electronic) for Employee Benefits client meetings.
• Assist in creating employee benefits booklets and brochures.
• Create, assemble, copy, and fax projects as needed.
• Assist in creating and assembling presentation materials for employer and employee presentations.
• Assist in preparing custom spreadsheets or data illustrations.
• Assist with preparation and organization of meeting materials including agendas, handouts, overheads, etc.
• Assist with creating and updating EPIC form letters and proposal documents/setups.
• Assist with creating data files utilizing EPIC reports.
• Assist with creating and updating EPIC form letters and proposal documents/setups.
• Enter activities in EPIC per projects completed.
• Use Adobe Pro to update, create or convert various document types.
• Distribute Epic reports to internal clients.
• Pull client reports from carrier websites.
• Distribute reports to external clients.
• Data entry.
• Work with Events department to support agency workshops and seminars.
• Utilize software effectively and efficiently.
• Complete ad hoc projects as assigned.

Quality Assurance

Responsibility or Duty:

• Organize and prioritize workflow based on job request forms received.
• Comply with EPIC procedures as it relates to correspondence, documents, and data entry.
• Participate in meetings and assist in the development of new procedures and updates of existing procedures to help streamline workflow.
• Knowledge of and compliance with agency policies, standards, and procedures.
• Maintain professional skills through professional development and training opportunities, understanding of automation, and professional clerical and communication skills.