Office Administrator

Description

Founded in 1946, Kapnick Insurance is an independent insurance advisory firm with Michigan roots and a global reach. Our 200+ colleagues provide expert guidance and creative problem solving pertaining to business insurance, risk solutions, employee benefits, worksite well-being, and personal insurance to a vast and diverse base of clients worldwide. For over 75 years, companies and individuals have looked to Kapnick as a trusted advisor, providing solutions that protect their operations and employees.

This Office Administrator position works to provide exceptional service to our clients as well as to other departments within our firm. We work together as a team to project the professional, family culture of the agency that will win trust and build feelings of loyalty for a long-term satisfying relationship with clients, visitors, and colleagues. We work to represent our firm in a manner consistent with our Core Values and make Kapnick Insurance the best in our business.

The Office Administrator's essential functions include:

Office Administration

• Greet walk in traffic and direct them to the appropriate person in the agency for assistance 
• Accept and process in person payments from clients  
• Process and distribute mail, UPS, etc. and maintain postage meter and mailing supplies 
• Create and schedule pick-up for UPS and large mailings 
• Open and distribute faxes and assist other locations as needed 
• Run MVRs (Motor Vehicle Reports) as needed 
• Assist Kapnick employees when they work in Caledonia office.  
• Maintain presentation room, and all conference rooms and guest spaces assisting visiting guests and presenters as needed 
• Maintain the Caledonia inbox, preparing proposals and printing materials as projects are requested 
• Act as the backup to the Ann Arbor Office Administrator 
• Maintain storage room, printer/work area, kitchen, and lounge area; Ordering supplies as needed 
• Notify the proper contact to handle any office maintenance issues such as heating, cooling, pest-control, etc. 
• Operate the switchboard, directing calls to the proper person 
• Assist with in-office events 
• Build business relationships with supply vendors 
• Act as the Engagement Team leader for Caledonia office   
• Ensure workspace (office or cubicle) is set-up properly for new hires 
• Coordinate, setup, and clean up meals and refreshments at the office 

Service Support

• Maintain and organize Excel reports to track policy activity, renewals, and service metrics 
• Accurately enter and update client and policy information in the Agency Management System (EPIC)  
• Complete ACORD forms and build out new client accounts in the Agency Management System (EPIC)  
• Enter new prospects and related information into the Agency Management System (EPIC)  
• Prepare and handle proposal binding materials 
• Send exposure workbooks to clients through Indio 
• Assist with commercial lines policy sweeps 
• Assist with AI technology processes  

Other

• Perform your job in such a manner that other employees will consider it a pleasure and privilege to work with you 
• Offer innovation and process improvements where possible to help with agency wide improvements and efficiencies? 
• Regular and timely attendance is an essential function of the job.  
• Perform other duties as assigned  

Requirements

To be considered for the Office Administrator position, you should have:

• High School Graduate or General Education Degree (GED): Required
• Customer service experience
• Basic knowledge of computers and related software programs (EPIC, Teams, Outlook, Word, and Excel)
• Strong phone skills
• Strong interpersonal and communication skills (written and verbal)
• Ability to manage multiple priorities simultaneously

What's in it for you?

• A team-based approach to client management
• Flexibility
• Full benefits package
• 11 paid holidays including your birthday!
• Competitive Salary
• Profit sharing (after a year of service)
• Bonus potential
• A caring workplace culture that has something for everyone