Agency Support Specialist
The Administrative Assistant serves as the first point of contact for the organization, providing a welcoming and professional experience for visitors, callers, and clients. This role is responsible for managing the main phone line, handling incoming and outgoing mail, supporting marketing documentation efforts within the Agency Management System (AMS), and assisting with other administrative tasks as delegated by the COO.
Key Responsibilities
Front Desk & Communication
Answer, screen, and direct incoming calls on the main phone line in a courteous and professional manner
Greet visitors, clients, and vendors; notify appropriate staff of arrivals
Maintain a clean, organized, and professional reception area
Mail & Office Coordination
Receive, sort, and distribute incoming mail and packages
Prepare and process outgoing mail and shipments
Coordinate with delivery services and vendors as needed
Administrative & Marketing Support
Document and track marketing efforts and activities within the AMS as directed by the COO
Maintain accurate records and ensure timely data entry
Assist with basic administrative support tasks, including filing, scanning, copying, and document preparation
General Support
Provide administrative assistance to leadership and staff as assigned
Support special projects and other delegated tasks as business needs require
Maintain confidentiality of sensitive information at all times
Qualifications & Skills
Required
High school diploma or equivalent
Strong verbal and written communication skills
Professional demeanor with excellent customer service skills
Proficiency with basic office technology (phones, email, Microsoft Office or similar tools)
Attention to detail and ability to manage multiple tasks
Preferred
Prior receptionist or administrative experience
Familiarity with Agency Management Systems (AMS) or willingness to learn
Experience supporting marketing or documentation activities
Competencies
Strong organizational and time-management skills
Ability to work independently and as part of a team
Adaptability and willingness to take on new responsibilities
Reliable, punctual, and dependable
Work Environment
Office-based role with frequent interaction with employees, clients, and visitors
May involve sitting, standing, and light lifting related to mail and office materials
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