Office Manager

Rate TBD

Location Calgary, AB Canada (On-site)

Type of project Business consulting & Finance Management processes

Duration contract ongoing

Education required Vocational training

Years of experience 2 - 5 years

Type of employment N/A

Area of Specialization N/A

Languages required N/A

Workhoppers Home Calgary AB

Description

As an Office Manager at our independent insurance
loss adjuster company, you will play a pivotal role in ensuring the
smooth and efficient operation of our office. You will be responsible
for a diverse range of administrative, organizational, and
communication tasks that contribute to the overall success of the
company. Your attention to detail, exceptional organizational skills,
and ability to work both independently and collaboratively will be
crucial in maintaining our high standards of customer service and
operational excellence.

Duties and Responsibilities:

Administrative:

* Greet clients, visitors, and stakeholders in a professional and
friendly manner.
* Answer and direct incoming phone calls, take messages and provide
accurate information.
* Manage the company's general email inbox, responding to inquiries
and forwarding messages as appropriate.
* Coordinate and schedule appointments, meetings, and conference
calls for the team.
* Maintain and update company databases, records, and filing systems.

Client Relations:

* Assist clients in person, over the phone, and via email, addressing
their inquiries and providing timely assistance.
* Collect and process information from clients.
* Maintain strong client relationships by ensuring exceptional
service delivery.

Document Management:

* Scan, file, and organize documents electronically and physically
for easy retrieval.
* Ensure documents are accurate, complete, and adhere to company
standards.
* Prepare, proofread, and edit documents such as reports,
correspondences, and internal communications.

Scheduling and Coordination:

* Coordinate appointments between adjusters, clients, and other
stakeholders.
* Manage calendars to avoid scheduling conflicts and optimize time
management.
* Arrange travel, accommodations, and logistics for adjusters as
needed.

Financial Administration:

* Assist with basic bookkeeping tasks, including expense tracking and
data entry.
* Work in tandem with our accountant.
* Prepare and process invoices, ensuring accuracy and compliance.
* Maintain payroll, and update changes and additions with contractor.
* Maintain Accounts Receivable records and work with adjusters to
ensure timely collection.
* Maintain Accounts Payable records, preparing payments both
electronically and by cheque.
* Monitor office supply inventory and place orders when necessary.

Communication:

* Communicate effectively with team members, clients, insurance
agencies, and other relevant parties.
* Handle incoming and outgoing mail and packages, distributing them
appropriately.

Technology and Software:

* Proficiently use office software (e.g., Microsoft Office Suite) and
company-specific applications for case management, financial
reporting, and HR.

Qualifications:

* High school diploma or equivalent (additional education or
certification is a plus).
* Proven experience in office administration or related roles.
* Strong written and verbal communication skills in English.
* Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint,
Outlook).
* Excellent organizational and multitasking abilities.
* Attention to detail and high accuracy in work.
* Ability to maintain confidentiality and handle sensitive
information.
* Customer-focused attitude and interpersonal skills.
* Strong problem-solving and decision-making skills.
* Knowledge of the insurance industry is advantageous but not
mandatory.

Work Environment: You will work in a collaborative office setting,
interacting with a growing team of adjusters.