We are seeking a proactive and highly organized Office Manager & Client Relations Coordinator to join our Irvine office. This individual will serve as a key point of contact for clients and ensure the smooth day-to-day operations of the office. The Office Manager will provide critical administrative support, assist with client interactions, and maintain a positive and professional office environment.
KEY RESPONSIBILITIES
On-Site Presence
-Be present at the office during all business hours to support the team and represent the company in client interactions.
-Act as the primary point of contact for any issues that arise during business hours.
-Act as reception to route phone calls during business hours.
Client Interaction and Customer Service
-Act as the first point of contact for clients, ensuring their inquiries are handled promptly and efficiently.
-Provide exceptional customer service to clients via phone, email, text and in-person interactions.Maintain professional relationships with clients, responding to inquiries and resolving issues in a timely manner.
Seminar Support
-Assist in planning and executing both in-person and virtual seminars, ensuring smooth operations and technical setup (e.g., Zoom, equipment).
-Print seminar materials (e.g., book order forms), set up client resources (e.g., pens, business cards, brochures and magnets), and offer refreshments.
-Provide on-site support during seminars to address any issues that may arise.
Office Maintenance
-Ensure the office space is organized, clean, and well-stocked, including maintaining common areas and meeting rooms.
-Manage office supplies and coordinate with vendors when needed.
General Administration
-Manage incoming and outgoing mail and deliveries.
-Maintain office records, ensuring confidentiality and compliance with data privacy regulations.
-Assist with scheduling and appointment coordination for clients and agents, both in-person and virtual.
Claims Handling
-Assist clients with filing and managing insurance claims via digital platforms or direct coordination with insurance carriers.
-Follow up on claims to ensure timely processing and resolution.
Miscellaneous Tasks
-Perform additional administrative duties as directed by the COO or management, including special projects, process improvements, and office operations.
QUALIFICATIONS
High school diploma or equivalent required; additional certifications or college degree a plus.
Strong organizational and multitasking skills with attention to detail.
Excellent communication and customer service skills.
Proficient in Microsoft 365 and other office management tools.
Ability to maintain confidentiality and handle sensitive information.
Fluency in Spanish preferred, but not required.
TO APPLY: Please send resume with a short paragraph about yourself, why you are interested in the position and why you feel you would be a good fit.
