Job Summary

This position provides support to all Service Office personnel. Represents office as first point of contact, greeting, welcoming, and directing customers appropriately. Performs a variety of complex and routine activities and may require access to highly confidential information. Assists with maintaining security and telecommunications systems.

Assists the Florida Surplus Lines Service Office's Executive and Operational Services functional unit in the organization’s day–to-day operations that include general office administration, accounting, and involvement in operational and strategic projects. The Operations Specialist is responsible for performing administrative and clerical duties, ensuring smooth business operations. The Operations Specialist handles customer service, responds to customers' inquiries and concerns, and directs guests to appropriate departments. The Operations Specialist will also assist all areas of the organization such as Agent and Insurer Services, Financial Services, Public Information, SLAS Client Services, and Information Technology.

Primary Duties & Responsibilities

Administrative & Operational

• Manage the front office
• Answer and transfer phone calls to staff
  • Greet visitors when they arrive
  • Route deliveries to appropriate staff
• Perform a variety of administrative functions and assists management and executive staff
• Assist in the successful completion of daily administrative and operational functions
  • Mail processing
  • Processing hand deposits
  • Assist with building maintenance requests
  • Assist with equipment inventory and removal of disposed items
  • Management of mailroom equipment and office supplies
  • Assist with administrative requests
• Organize and maintain records, filing systems, and inventories
• Assist with ordering and stocking staff amenities
• Assist with organizing and maintaining supplies in media room
• Assist with setup of equipment for new employees

Assist Cross Functional Units

Agent & Insurer Services

• Process new agent packets
• Process study manuals & maintain database

Financial Services

• Assist with annual equipment inventory and removal of disposed items
• Assist with Payables process
• Process hand deposits
• Maintain Vendor Database and forms

Other

• Perform other duties as assigned
• Contribute to organizational success by accomplishing related results as needed
• Perform unit/component testing, as required for system changes to technology products

Minimum Qualifications
Associates Degree preferred. Minimum of 2 years of operations or administrative office experience required. Valid drivers license required.

Skill/Qualifications
Must be proficient in Microsoft Office Suite products. Requires the ability to manage multiple projects at a time. Strong oral, written, and interpersonal communications skills. Customer service for dealing with stakeholders. Ability to remain calm in stressful situations. Attention to detail to ensure all tasks are completed to a high standard. Familiar with a variety of the field's concepts, practices, and procedures. Relies on experience and judgment to plan and accomplish goals. Performs a variety of complicated tasks.

Physical Requirements

• Prolonged periods of sitting/standing at a desk and working on a computer.
• Requires in-person workdays. Punctuality and consistent attendance during designated in-person workdays.
• Participation in face-to-face meetings, discussions, and collaborative sessions with colleagues, clients, or stakeholders as required.
• Must be able to lift and carry up to 15 pounds.

About Florida Surplus Lines Service Office

The Florida Surplus Lines Service Office (FSLSO) is a not-for-profit entity created by statute and regulated by the Florida Department of Financial Services and the Florida Office of Insurance Regulation. FSLSO is overseen by a nine-member Board of Governors, responsible for one of the largest surplus lines markets in the U.S. as measured by the billions in premium written annually by the industry in Florida. In 2024, FSLSO was voted the number one small company of the Best Companies to Work for in Florida by Florida Trend. We are proud to have been in the top ten two years in a row.

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