Commercial Lines Administrative Specialist

Seeking reliable, detail‑oriented Administrative Specialist to support our insurance agency’s day‑to‑day administrative operations. This role involves reception, vendor coordination, scheduling meetings with insurance carriers, handle processing for commercial lines, issuing Certificates of Insurance for commercial clients, organizing internal events (e.g. office luncheons), tracking and ordering office supplies and other tasks to ensure the office runs smoothly. 

Key Responsibilities: 

• Reception & Front Desk 

• Greet clients, visitors, and vendors in a professional and helpful manner. 

• Answer, screen, and forward phone calls; manage voicemail and respond or redirect messages appropriately. 

• Handle incoming and outgoing correspondence (mail, PDF/email documents). 

• Maintain a clean, welcoming front desk and reception area. 

• Works with IT & Management Team for various IT and branch location safety protocols and procedures 

• Carrier & Vendor Coordination 

• Schedule and coordinate meetings with insurance carriers; prepare meeting materials as needed. 

• Communicate between branch leadership, corporate operations and vendors for building maintenance, supplies, and services; obtain quotes, schedule visits, oversee vendor performance. 

• Ensure building maintenance tasks are tracked and followed up. 

• Certificates of Insurance (COIs) & Commercial Lines Processing 

• Process requests for Certificates of Insurance for Commercial clients as directed by Commercial Lines Account Managers. 

• Collect required holder data (holder name, requested limits, required wording), verify current coverage. 

• Issue COIs in a timely manner, maintain records / logs of issued certificates within agency management system (AMS360) 

• Coordinate with carriers or internal underwriters to ensure compliance with request terms. 

• Pull daily transactions from commercial lines carrier websites and process tasks 

• Office Event Coordination 

Plan, schedule, and execute internal office events with branch leadership, such as luncheons, holiday parties, staff meetings. 

• Handle catering, venue or space set‑up, clean up, and manage budget/expenses for events. 

• Administrative & General Office Duties 

• Maintain and order office supplies; track inventory. 

• Filing (physical or electronic), scanning, copying, and maintaining document organization. 

• Assist branch leadership with basic bookkeeping / expense tracking for office operations if needed. 

• Assist with internal reporting tasks, preparing materials, compiling data for meetings. 

• Other Duties 

• Support other agency staff (producers, customer service, etc.) with ad hoc tasks, such as C/L Proposals and Summaries 

• Continuous learning and assistance in maintaining knowledge of insurance policies / industry protocols, especially as related to COIs and carrier requirements. 

• Ensure confidentiality and appropriate handling of sensitive documents and information. 

Qualifications: 

• High school diploma or equivalent; additional coursework or certification is a plus. 

• Proven experience in an administrative or office support role, preferably in insurance or a related field. 

• Strong organizational skills, attention to detail, and ability to manage multiple tasks/priorities simultaneously. 

• Excellent verbal and written communication skills. 

• Proficiency with standard office software: Microsoft Office (Word, Excel, Outlook), plus ability to learn agency management systems or COI issuance tools. 

• Customer service mindset: friendly, professional, responsive. 

• Ability to work independently but also collaborate well in a team environment. 

• Problems‑solving attitude; resourceful; ability to follow through on tasks with minimal supervision. 

Working Conditions: 

• Full‑time, Monday through Friday in an office setting. 

• Some physical activity such as moving office supplies, setting up spaces for lunch/events, light lifting.