COMPANY PROFILE:
Red River Mutual is a progressive insurance company with a focus on our customers and employees. We believe everyone has a right to feel safe and protected and to know that someone is looking out for them. So, we treat our employees like family members – we’ll be honest with them, support them, offer a listening ear, admit when we’re wrong and be a positive force in their lives and in our communities.
PURPOSE OF POSITION:
In this position, you are responsible for the day-to-day office & corporate services administration at Red River Mutual. As the first point of contact for all in-person interactions and the telephone operator, a high level of customer service is required in a timely and friendly manner. A high level of organization is also required to conduct day-to-day activities that ensure efficiency in the office. Duties include, but are not limited to: Answering inbound calls, and handling in/outbound mail, inventory and supply ordering for the office, meeting support, clerical tasks, and facilities support.
KEY RESPONSIBILITY AREAS:
Clerical/Customer Service:
Receiving visitors at the front desk by greeting, welcoming, signing them in, directing and announcing them appropriately and in a friendly manner.
Operating and administering the call-handler switchboard, answering, screening and forwarding all incoming phone calls.
Performing other clerical duties such as filing, photocopying, scanning and emailing.
Working with staff to understand the availability and direct customers accordingly.
Various processing tasks (applying policy payments, updating banking information, maintaining digital records, etc.)
Fulfill customer/broker literature requests.
Other duties and assistance in various business need as assigned.
Processing/Mail Distribution:
Receive and sort daily incoming and outgoing mail.
Retrieving and distributing policy declaration prints per daily audit lists and as requested.
Operate mail equipment (I.e. folder/inserter and postage metre.)
Collecting, preparing and delivering mail through Courier and Canada Post.
Transferring electronic policy documents into workflows.
Sending daily policy e-docs to the broker once the processing is completed.
Facilities:
Monitoring facilities and office supplies and order when necessary.
Responsible for the annual paper document shredding.
Serves alongside the Employee Safety and Health Committee as the facility emergency response coordinator.
Responsible for managing the safety and organization of the Altona office basement
Assist with overseeing facilities maintenance and repairs such as water metre readings, waste management, and parking lot safety.
Day to day printer and fax maintenance (add/order paper, keep organized clean, submit requests for ink, service, etc.)
Ensure reception area, washroom and all common spaces are tidy and presentable.
Maintaining kitchen cleanliness and ordering supplies as need. Example: ensure dishes and hand towels are clean, fully stocked supply of creamer, coffee, napkins, etc.
Maintaining meeting room bookings, including coordinating setup and clean up and organizing catering as needed.
Maintain inventory stock of office materials; including keeping an updated inventory list and ordering stock as required.
Physical Requirements
Extended periods of standing.
Frequent periods of mobility throughout multiple floors of the office.
Repetitive motion.
Must be able to lift, push, pull and/or carry objects up to a maximum of 50lbs.
QUALIFICATION AND SKILLS:
High school diploma or equivalent education required
Proficient in Microsoft Office 365 and familiar with Adobe
Professional attitude and attire
Strong written and verbal communication skills
Ability to be resourceful and proactive when issues arise
Multitasking and time management skills, with the ability to prioritize tasks
Positive customer service attitude
High attention to detail
Ability to work both independently and as a team to reach common goals
Valid Class 5 Drivers license is required
Strong keyboard (typing) skills considered an asset
Certificate or diploma in Administrative Assistance considered an asset
We thank all applicants for their interest; however only those selected for an interview will be contacted.
Accommodation for applicants with disabilities is available upon request any time during the recruitment process. Our Accessible employment policies and practices are available on request and in accessible formats. Applicants with disabilities can request accessible formats of communication and/or request an alternative method of applying for a position by contacting humanresources@redrivermutual.com or 1-800-370-2888 (toll free).
