Agency Support Specialist

The Administrative Assistant serves as the first point of contact for the organization, providing a welcoming and professional experience for visitors, callers, and clients. This role is responsible for managing the main phone line, handling incoming and outgoing mail, supporting marketing documentation efforts within the Agency Management System (AMS), and assisting with other administrative tasks as delegated by the COO.

Key Responsibilities

Front Desk & Communication

• Answer, screen, and direct incoming calls on the main phone line in a courteous and professional manner

• Greet visitors, clients, and vendors; notify appropriate staff of arrivals

• Maintain a clean, organized, and professional reception area

Mail & Office Coordination

• Receive, sort, and distribute incoming mail and packages

• Prepare and process outgoing mail and shipments

• Coordinate with delivery services and vendors as needed

Administrative & Marketing Support

• Document and track marketing efforts and activities within the AMS as directed by the COO

• Maintain accurate records and ensure timely data entry

• Assist with basic administrative support tasks, including filing, scanning, copying, and document preparation

General Support

• Provide administrative assistance to leadership and staff as assigned

• Support special projects and other delegated tasks as business needs require

• Maintain confidentiality of sensitive information at all times

Qualifications & Skills

Required

• High school diploma or equivalent

• Strong verbal and written communication skills

• Professional demeanor with excellent customer service skills

• Proficiency with basic office technology (phones, email, Microsoft Office or similar tools)

• Attention to detail and ability to manage multiple tasks

Preferred

• Prior receptionist or administrative experience

• Familiarity with Agency Management Systems (AMS) or willingness to learn

• Experience supporting marketing or documentation activities

Competencies

• Strong organizational and time-management skills

• Ability to work independently and as part of a team

• Adaptability and willingness to take on new responsibilities

• Reliable, punctual, and dependable

Work Environment

• Office-based role with frequent interaction with employees, clients, and visitors

• May involve sitting, standing, and light lifting related to mail and office materials

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