Corporate Support Representative

LOCATION: Altona, MB
SCHEDULE: Full Time
REPORTS TO: Billing Manager

DIRECT REPORTS: N/A                                                                

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