Admin Associate

Description

BUSY OFFICE SEEKING FRIENDLY, SERVICE-ORIENTED RECEPTIONIST 

We are seeking a friendly and professional Administrative Associate to provide excellent service to our clients during our busy Medicare Annual Enrollment Period. The ideal candidate enjoys working with the public in person and over the phone. This position is 35 hours per week with hours on Monday through Friday and in-office.

The role handles front desk responsibilities including client appointment check-ins, incoming calls, calendaring, maintaining breakroom, office supplies, and document management. 

Requirements

RESPONSIBILITIES

• Greet and check in clients for scheduled appointments in a professional, patient, and courteous manner. 
• Ensure all required forms and documentation are accurately completed and compliant with regulations. 
• Provide excellent customer service by phone, email, and in-person interactions. 
• Answer and direct incoming phone calls promptly and courteously. 
• Maintain accurate and timely client records in BIA’s CRM system. 
• Schedule appointments and assist with light filing. 
• Process incoming/outgoing mail and scan documents into digital systems. 
• Maintain office supplies and breakroom upkeep, including daily coffee set up. 
• Open and/or close the office Monday through Friday, depending on assigned schedule.
• Assist with assigned projects and attend trainings. 
• Remain calm and professional in a fast-paced, high-volume work environment. 

 QUALIFICATIONS

• Minimum 2 years of in person professional office experience required.
• Experience in hospitality, food service, or health services industries preferred. 
• High school diploma or equivalent required; college coursework preferred. 
• Strong attention to detail with proven accuracy in data entry and paperwork processing. 
• Understanding of HIPAA compliance and handling of confidential client records a plus.
• Advanced computer proficiency: MS Word, Excel, Outlook, Teams, Adobe, and online platforms. 
• Ability to quickly learn new software and follow established processes. 
• Excellent communication skills (verbal and written) with professional presence. 
• Team-oriented, reliable, and able to adapt to changing priorities. 
• Must pass a background check and drug screening.