Client Experience Coordinator

About Olson, A Division of Patriot Growth Insurance Services: The Olson Group, located in Omaha, Nebraska, is an employee benefits consulting firm with an emphasis in retirement planning and group insurance plans. Since its inception in 2003, The Olson Group has continued to provide outstanding customer service and retain 90% of its customers for more than 15 years.

Position Overview: The Client Experience Coordinator plays a crucial role in ensuring the smooth operation of Agency’s front desk and providing excellent customer service to clients and visitors. This position is responsible for handling various administrative tasks and promoting a positive and welcoming atmosphere at the office.

Work Arrangement: This is a full-time, hybrid position reporting to our office in Omaha, NE.

Professional Responsibilities:

• Handle incoming phone calls and efficiently direct them to the appropriate departments, ensuring clients' inquiries are addressed promptly.
• Receive, sort, and distribute office mail, ensuring it reaches the intended recipients in a timely manner.
• Greet and assist walk-in customers, addressing their queries and providing necessary information about the agency’s insurance products and services.
• Manage incoming faxes and forward them to the relevant individuals or departments.
• Regularly update the staff calendar with meetings, appointments, and other important events to ensure smooth scheduling.
• Document and log daily phone calls, maintaining accurate records that will contribute to the weekly summary report.
• Keep track of daily walk-in traffic, maintaining records for the weekly summary report.
• Collaborate with other departments by assisting with small projects.
• Play a role in training and onboarding new staff members for the front desk, ensuring a smooth integration into the team.
• Strive to improve the overall efficiency and effectiveness of receptionist duties, suggesting process enhancements and implementing best practices.
• Creates, renews, and tracks client contracts and agreements.
• Communicate building maintenance notifications and updates to building management.
• Troubleshoot and report system issues with phones, internet, and office equipment.
• Assists CEO and Agency Leadership with daily tasks, including but not limited to, booking travel, managing invoices and check deposits, and contract requests.

Qualifications and Requirements:

• Excellent communication skills, both written and verbal, to convey information clearly and transparently.
• Strong organizational skills, with the ability to prioritize tasks and manage daily responsibilities effectively.
• Display a high level of attention to detail when entering data and reviewing documents to avoid errors and ensure data integrity.
• Abilit