Office Administrator

As Office Administrator, this role serves visitors by greeting, welcoming, and directing them appropriately. Notifies company personnel of visitor arrival. Maintains visitors log. Maintains security by following procedures, monitoring logbook, and issuing visitor badges as needed. Primary backup to the Office Administrator. Able to handle all aspects of mailroom functions.

• Greeting employees, visitors from other offices and guests with courtesy and professionalism. Handing out temporary passes as needed. Assisting them with drinks, restrooms, etc., to make them feel comfortable.
• Assist visitors from other offices with Hotel / Office arrangements. Provide weekly visitors log.
• Find broker information. Answer and direct all incoming calls to the main switchboard. This includes utilizing Dragon.
• Monitor, direct or answer all inquiries to the AWAC general information email box () worldwide. This includes broker engagement inquiries, payment inquiries, claim inquiries, bankruptcy notices, Loss Run and Credentialing requests, items for Legal & Compliance area. Directing inquiries to appropriate offices in US, UK, Asia, Europe, etc.
• Processing new hires when they come in. Making sure they have name badge, key card, name plate. Assigning new badges. Providing new hires with general information before they begin. Maintain/update employee car information monthly for building manager, using Excel.
• Opening, date‑stamping and scanning documents to Claims. Scan return mail to Claim dept or Renewal Support. Uploading information from flash drive or CDs for the CLAIM dept.
• Point of contact for building management and small‑scale facility issues:
  • Backup Office Administrator (Mail Room) with ordering office supplies, kitchen supplies, regular mail sorting, overnight Fed Ex incoming/outgoing mail, and facilities functions.
  • Assists with printing, inserting, metering of Weekly ODEN Letters and delivering to the Post Office. This includes utilizing all mailroom equipment including the inserter and postage machine.
  • Processing Fed Ex / UPS requests including international / Bermuda.
• Maintaining kitchen & front office pantry daily. This includes stocking of coffee, tea, sugar, creamers, paper goods & utensils. Cleaning and adding product to Bistro coffee/latte/hot chocolate machine.
• Updating office floor plans – new hire, termination and moves.
• General office work such as filing, photocopying, sorting mail, signing for deliveries and overnight packages, typing correspondence. Providing employee office counts and employee card activity.
• Provide backup support to current Executive Office Manager in Farmington Branch.
• Sweep and clean the front reception area weekly to maintain a clean and professional look when visitors arrive.
• Management of multiple projects simultaneously.

• High School Diploma
• Candidate must have thorough knowledge of receptionist and administrative duties, as typically acquired through three or more years of administrative experience.
• Excellent interpersonal skills at all levels of business, including interacting with staff and external business parties.
• The ability to work independently and efficiently.
• Computer proficiency including Microsoft Office.
• Excellent organizational skills. Ability to prioritize workload.
• Ability to lift up to at least 25 lbs.
• Excellent attendance is critical in this position.
• Potential travel to Boston regional office.

Allied World Assurance Company Holdings, Ltd, through its subsidiaries, is a global provider of insurance and reinsurance solutions. We operate under the brand Allied World and have supported clients, cedents and trading partners with thoughtful service and meaningful coverages since 2001. We are a subsidiary of Fairfax Financial Holdings, Limited and benefit from a strong capital base and a worldwide network of affiliated entities that allow us to think and respond in non‑traditional ways.

Our generous benefits package includes:
Health, Dental and Disability Insurance, a company match 401k plan, and Group Term Life Insurance. Allied World is an Equal Opportunity Employer. All qualified applicants will be considered for employment without consideration of any disability, veteran status or any other characteristic protected by law.