Receptionist / Sales and Service Administration Representative

Company Description

Who We Are

With every job, there’s always the question of “why”. Why join a company? Why be part of their mission? Here, the why is easy. It’s because at some point, we’ve all needed someone there for us.

At the OTIP Group of Companies (OGC), we believe that something special happens when employees feel valued for the work they do, supported as the people they are, and included in the very fabric of the organization: they bring their best to work every day. And that's why we mean it when we say we put our people at the centre of everything we do. Join us as we grow our way into a future that reimagines what it means to deliver meaningful benefits support and service.

Job Description

What You’ll Do:

Reporting to the Assistant Manager, Shared Services, you’ll be responsible for properly portraying Orbit’s professional image both over the telephone and in person with clients and visitors, and administratively. This includes being responsible for providing information and administrative support to management, and Sales and Service Representatives to enhance the effectiveness of the organization. 

The core parts of your role will be to: 

• Greet visitors in person or over the phone and handle inquiries or direct them to the appropriate personnel. 
• Process daily correspondence, including reviewing, sorting, scanning, and routing incoming documents. 
• Initiate communication when required regarding incoming correspondence. 
• Ensure insurance policy documentation is batched and scanned daily to the appropriate client file within the Broker Management System (BMS). 
• Organize departmental tasks by managing incoming correspondence and forwarding cheques to appropriate insurance carriers. 
• Forward after-hours messages to the appropriate department via email. 
• Authorize receipt of special deliveries and distribute documents to relevant personnel. 
• Accept client payments and apply them accurately. 
• Order and maintain supply levels for various departments. 
• Perform bank runs and deposits, as needed (based on office location). 
• Qualify leads and collect data for sales teams. 
• Provide quality customer service by adhering to service standards and maintaining confidentiality. 
• Respond to verbal and written inquiries from internal and external clients with accurate information and timely resolutions. 
• Address customer and third-party requests, including contacting clients for additional information. 
• Assist walk-in clientele and return messages promptly. 
• Process account changes, such as billing adjustments, directly on the carrier's online system, ensuring compliance with binding requirements and client payment history. 
• Handle policy cancellations and reinstatements as requested by members or underwriters. 
• Manage office supplies to ensure inventory levels are maintained for all departments. 
• Maintain strict confidentiality to protect client and organizational information. 
• Perform additional administrative duties as assigned, within the scope of the role. 

Qualifications

Let’s Talk About You: 

This is the unique blend of skills and experience we would love to see in an ideal candidate:

• Exceptional communication skills with the ability to effectively interact with internal and external clients at all levels. 
• Strong time management and organizational skills to handle multiple priorities efficiently. 
• Proficient in Microsoft Office Suite applications at an intermediate level. 
• Experience with Applied Epic system is considered an asset. 

We also consider your potential. If you know you have what it takes to do the job, but your experience doesn’t exactly match the qualifications above, we encourage you to apply and provide us with more details about why you think you would be a great fit.

Additional Information

Salary Range:

This position offers a competitive salary within a range of $44,581 to $61,300, along with rewarding bonuses that recognize your dedication.

At the OTIP Group of Companies (OGC), we value transparency and take multiple factors into account when determining your starting salary, including your skills, experience, and alignment with the role as well as internal equity, while positioning you for continued growth and recognition over time.

Some of the Perks We Offer:

We offer best-in-class pension and benefits, total reward programs and comprehensive mental wellness support to set you up for every success in and outside of work. Here are just some of the reasons you’ll love working here:

• Defined benefit pension plan for a financially confident retirement
• 100% coverage of approved continuing education and licensing fees (including RIBO courses in Ontario)
• Access to a wealth of learning resources, including LinkedIn Learning for professional development
• Flexible work-from-home and hybrid options
• Unlock your potential with opportunities for advancement

Recruitment Process:

Please note that we do not currently use artificial intelligence (AI) in our recruitment process and this position is being posted to fill an existing vacancy.

OTIP and its group of companies strive to create an accessible and inclusive work environment where everyone is treated with respect and dignity. Upon individual request, we will endeavor to remove any barrier to the recruitment and selection processes and provide accommodations for persons with disabilities.

As a business, we protect what matters most to our members. As an employer, we value what matters most in our workplace. Together, this includes fostering a diverse, equitable and inclusive environment for all. We are committed to learning and evolving so we can continue to celebrate what makes us special. You are who you are, and our differences are what make us unique.

We are an equal opportunity employer and encourage applications from all qualified individuals. We thank all applicants for their interest; however, only candidates selected for an interview will be contacted.

Let’s work together! If you are interested in this opportunity, please apply online.