Office Support Associate

SUMMARY 

Responsible for handling various administrative functions necessary for the effective operation of a Futurity office including the areas of recruiting support,  marketing and sales administration, new business processing, branch office operations and administration, compliance, IT support, personnel administration, and general administrative support for the General Manager.

ESSENTIAL DUTIES AND RESPONSIBILITIES  

•    Administrative Functions:  Based on the Branch’s business needs, provide support in the following areas as directed by the Geneal Manager: Front Desk receptionist responsibilities including answering main office phone and greeting clients and visitors; The advisor recruiting process, including onboarding and new advisor training; Marketing and CRM system training, administration and implementation; The carrier appointment process for advisors; New business processing and case management operations; Maintaining office filing systems and ensuring confidentiality and security of all files as required in the office policies and procedures manual; Maintaining daily implementation of compliance procedures and records, including preparation for audits and Futurity’s on-line business and sales tools; May also be cross-trained to assist as a back-up to the Branch’s Office Administrator position.

•    Special Projects:  Work collaboratively with fellow staff to advance the values and mission of Futurity First by serving on relevant internal and external committees; Assists with special projects/assignments as requested by members of management.

•    Performs other duties as assigned by management. *

•    *These tasks do not meet the Americans With Disabilities Act definition of essential job functions and are usually less than 5% of time spent.  However, these tasks still constitute important performance aspects of the job.

QUALIFICATIONS 

EDUCATION / EXPERIENCE 

Two (2) or more years administrative experience in a sales or recruiting environment;

Knowledge or understanding of insurance sales/distribution organizations;

Experience working in a life/annuity/health insurance agency or financial services office

SKILLS

Knowledge of the general industry procedures, standards, systems, resources, practices and terminology.

Knowledge of insurance services industries.

Knowledge of general office forms, processes and procedures.

Skill in identifying problems and problem resolution.

Skill in working effectively with other company departments, internal marketing staff, home office personnel and agents.

Skill in negotiating and problem solving to resolve internal and external conflicts.

Skill in the use of office equipment including computer, fax, printer, scanner, telephone system, etc.

Skill in maintaining effective working relationships with all customers, employees and the general public.

Proficient computer skills (Microsoft Suite, MS Outlook software preferred).

Ability to communicate effectively, both orally and in writing, in a constructive manner.

Ability to approach and communicate with a wide range of personalities in a professional and courteous manner.

Ability to be patient under frustrating circumstances and demonstrate controlled emotional affect in difficult situations.

Ability to engage in effective interpersonal interaction, verbal communication and written communication.

Ability to maintain a high level of organization and attention to detail while remaining flexible and responsive when faced with multiple urgent requests.

Ability to read, write and communicate English effectively.

Ability to maintain all company policies, including all confidentiality and safety policies.

Ability to actively contribute to team effort.

Ability to work independently and exercise independent judgment.

Strong verbal and written proficiencies of the English language is required and bilingual (Spanish and English) preferred.

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