Office Coordinator
Yellow Raincoat Benefit Consultants Inc. - Calgary, AB

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Role Description: Office Coordinator
Overall Description of the Role
The Office Coordinator role ensures that critical, operational requirements are completed in the business.
It is both a leadership and operations role that will require an individual to be able to work with a team,
and also actively complete tasks independently.
The focus of this role is on ensuring the office produces high quality, detailed work in order to support
the advisors in delivering excellent reports and proposals to existing clients and potential clients.
Key Responsibility Areas Include:
General Administration (15%‐20% of time)
 Be the first point of contact for all inquiries
 Sort and distribute mail in a timely manner
 Ensure policy and procedures manual is maintained and updated
 Manage the CRM; develop and update protocols; ensure all client information is updated and
accurate; manage the calendar
 Coordinate all technology needs for hardware, software, telephony and security systems by
ensuring issues or opportunities are brought to the correct vendor or expert
 Manage the contracting initiations for all advisors as well as their CE credits, E&O and licensing
 Responsible for the on‐boarding and off‐boarding of all staff
Back up (20% ‐ 100% of time of time)
 For both Group and Individual Insurance;
o Understand the support processes from application through to underwriting
o Manage any in‐force client service requirements
 Be the back‐up for all roles within the organization; ensure emails and voice mails are dealt with
in a timely fashion; deal with or forward to the appropriate resource any client inquiries
Client and Staff Appreciation (5%‐15%)
 Recommend and manage all client appreciation programs, events and activities
 Recommend and manage all staff appreciation events
Principal Advisor Support (5% of time)
 Support Advisor(s) for all community, industry or client events
 Manage all travel requirements
 Anticipate, participate and make recommendation for activities that help the advisor save time
and or deliver exceptional client service
Financial management (5% of time)
 Order all products needed to run the office
 Understand and follow budget plans
 Track expenses as they relate to budget
 Make recommendations to improve efficiencies and costs
Effective handling of premises issues (5%‐10% of time)
 Ensure the premise is maintained to the quality standards
 Identify space maintenance and repair issues
 Ensure any issues are handled quickly and cost‐effectively
 Ensure the physical space is kept in a neat and professional manner
 Participate in finding and retaining all support and maintenance services required
Advancing the administrative functions (5% ‐ 20%)
 Initiate ideas to for improved efficiencies and processing of work
 Plan, develop and facilitate changes in procedures, templates, forms, practices, work flows within the
 Lead, research, recommend and execute special projects
 Document all agreed to action items. Determine level of importance (1‐3) from Advisor and update
progress on a regular basis
Successful Candidate Qualities include:
 Prioritize based on client, revenue potential then speed
 Take initiative
 Take ownership for managing the office
 Anticipate principal advisor’s needs to help save time
 Has high attention to detail
 Make day to day decisions independently
 Has high level of kind candour
 Is very self‐assured
Experience / Skills required:
 3‐5 years leadership experience in a small business environment
 Work experience in Individual Life and Health Insurance and/or Group Life and Health Insurance preferred
 1‐3 years experience leading, researching and executing projects
 Computer skills: have intermediate skills on all MS Office products and any CRM
 College diploma or university degree preferred