Job Purpose & Position Overview

The Operations Assistant serves as the first point of contact for guests and, on occasion, callers – providing exceptional customer service and directing inquiries to the appropriate team members. This role supports daily office operations by managing incoming emails, handling mail and documents, maintaining office organization, ordering supplies, and assisting with various administrative tasks.

The Operations Assistant plays a key role in promoting a professional, welcoming, and efficient office environment while upholding Panorama’s core values.

Key Responsibilities

Front Desk Operations

Greet visitors professionally and courteously, creating a positive first impression
Provide clear, accurate information in person, by phone, and via email
Maintain a clean, organized, and welcoming reception area
Answer and direct incoming calls promptly and courteously when providing backup coverage
Manage visitor check-in procedures and ensure security protocols are followed

Mail, Document Handling & Office Support

Receive, sort, and distribute incoming mail and deliveries
Scan mail accurately and route documents to appropriate internal recipients
Process unrouted attachments from DocuBot Suspense
Support general office organization and operational needs
Provide support with Errors & Omissions processing

Team Collaboration & Workplace Engagement

Demonstrates strong interpersonal and communication skills to foster teamwork and collaboration
Work closely with in-office team members to support shared goals and efficient workflows
Participate in regular office meetings and contribute to a positive, in-person work culture
Remain open to and supportive of AI-enhanced workflow improvements and new technology initiatives

Industry & Administrative Support

Cross-train on industry knowledge, data entry, and applicable insurance-related tasks
Assist with basic reporting, record updates, and administrative processes as needed
Maintain confidentiality and safeguard sensitive information in accordance with company standards

Personal Conduct & Adaptability

Represent the company positively, ethically, and professionally in all interactions
Effectively multitask and adapt in a fast-paced environment while balancing independent and team-based work
Maintain professionalism under pressure and manage shifting priorities calmly
Perform additional duties as assigned; responsibilities may evolve over time.

Qualifications

Proficiency in Microsoft Office and general computer applications
High school diploma
Prior insurance industry experience preferred

Benefits

Medical: HSA, PPO, EPO options (base plan 95% employer‑paid)
Dental PPO (including zero‑premium options)
Vision plan at no cost
FSA & HSA (with $1,000 employer HSA contribution on eligible plans)
Commuter benefits up to $600/month
Employer‑paid LTD, STD, Life & AD&D
Supplemental health & identity protection programs
EAP support for household members
401(k) with 100% match up to 5%
Exempt Time Off: Flexible (unlimited)
12 paid holidays
Flexible remote/hybrid schedules
Licensing, accreditation, and professional development support

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