Job description:
Summary:
The focus of the Administrative Assistant in the agency is assisting in the co-ordination and implementation of the agency contact program through outbound calling, email and texting to schedule and confirm appointments for the agent and agency staff, billing and administrative tasks. This role supports the agency philosophy of proactive client contact and works with the agency team to achieve profitable growth through dedicated outbound activity. The administrative assistant will also provide clerical and administrative support to the agency including greeting clients, accepting payments, answering, and placing phone calls. Use existing systems to complete daily work activities as required and provide support to agency staff within the office environment.
Roles and responsibilities:
- Complete outbound calls to obtain insurance expiry dates, schedule annual reviews, set and confirm appointments.
- Schedule all appointments on the appropriate calendar.
- Document client profile notes.
- Track call activity including calls dialed, contacts made, and appointments booked.
- Greet clients and direct them to the appropriate agency staff
- Act as primary telephone contact by receiving, redirecting callers and managing voicemail
- Obtain, verify, and record client information as required
- Monitor incoming email and daily work lists and distribute appropriately
- Proactively contact clients for numerous follow-up activities
- Accept, process, and deposit all payments
- Provide a full range of administrative support services including filing, faxing, photocopying, incoming/outgoing mail, courier service, order/purchase supplies, running reports for advisor, preparing staff meeting material and presentations and other support as required
Working Conditions:
Physical:
- Regular office environment.
Qualifications and Skills:
- Strong interpersonal skills.
- Organizational and time management skills.
- Administrative Assistant program or administrative experience is an asset
- General Insurance License may be required
- Customer service experience or related business experience is preferred
- Skilled in communication (verbal and written), strong interpersonal skills, organizational and time management skills
- Candidate must be comfortable in a technology dependent environment including proficiency with Microsoft Office
- The successful candidate shall be subject to a Criminal Record and Consumer History background check as a condition of employment.
PERFORMANCE MEASURES
Performance of Core Functions:
- Level of customer satisfaction as measured through client feedback
- Accuracy and attention to detail in all work
- Effectiveness of documentation of administrative practices and procedures
- Ongoing focus on personal and professional development
Impact on the Organization:
- Impact on organizations trust and reputation through accuracy and completeness of information reported and appropriate treatment of confidential information
- Client Support staff are the face of the organization to our clients
Impact on the Client
- Timely delivery of services and responses to client inquiries – once and done approach
Impact on Team/Staff Development
- Effectiveness of working relationships with peers, agent and district management team
- Works cooperatively with others to accomplish objectives.
- Achievement of targets set both team and individual
- Ability and initiative to take on new and challenging assignments
What You’ll Bring
- Minimum one (1) year of sales, customer service, administrative, or related business experience preferred.
- Strong interpersonal and relationship-building skills.
- Excellent verbal and written communication abilities.
- Strong organizational and time management skills.
- High attention to detail and accuracy.
- Ability to multitask and prioritize effectively.
- Comfortable working in a technology-driven environment, including proficiency with Microsoft Office.
- Positive attitude, strong work ethic, and willingness to learn.
- Ability to work independently and collaboratively within a team environment.
Licensing Requirements
- General Insurance License is required or must be obtained within two (2) months of employment.
- Must meet all provincial licensing and continuing education requirements necessary to obtain and maintain licensing.
- OTL License is considered an asset.
- Insurance or financial services experience is considered an asset.
Employment Requirements
The successful candidate will be required to complete:
- Criminal Record Check
- Consumer History Background Check
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What Success Looks Like
Performance may be measured through:
- Client satisfaction and service quality.
- Outbound calling activity.
- Annual review appointments booked.
- Appointment confirmation rates.
- Client retention activities completed.
- Referral opportunities identified.
- Accuracy of documentation and administrative processes.
- Achievement of team and individual objectives.
- Positive contribution to team culture and agency growth.
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What We Offer
We believe great people deserve great support.
Compensation & Incentives
- Competitive base salary.
- Commission opportunities on eligible home insurance sales in addition to base compensation.
- Licensing support and training opportunities.
- Career advancement opportunities within a growing organization.
Benefits Package
- Comprehensive Health & Dental Benefits.
- Long-Term Disability Coverage.
- Life Insurance.
- Employee Assistance Program (EAP).
- Vision Care.
- RRSP Matching Program.
- Paid Time Off. Three (3) Weeks Paid Vacation.
- On-Site Parking.
- Hybrid and Work-From-Home opportunities based on business needs and performance.
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Why Join Gallant Financial Group?
At Gallant Financial Group, we’re committed to helping our clients protect what matters most while building meaningful careers for our team members. We foster a supportive, collaborative environment where initiative is recognized, growth is encouraged, and every team member plays an important role in our success.
If you’re passionate about helping people, building relationships, and being part of a growing organization, we’d love to hear from you.
Job Type: Full-Time, Permanent
Work Location: Dartmouth, NS (In-Person)
- Apply today and become part of a team that makes a difference every day.
Job Types: Permanent, Full-time
Benefits:
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Vision care
Flexible language requirement:
Pay: $45,000.00-$50,000.00 per year
Benefits:
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Vision care
Work Location: In person
