Office Administrator

Why CIG?

At Capital Insurance Group we offer our employees more than just a job. We foster career growth, provide opportunities to give back to our communities, and help you take the next step in your career!

CIG was founded in 1898 by a group of earnest farmers in need of protection and today, we are the leading West Coast Property & Casualty insurer. CIG is certified as a Great Place to Work and provides a collaborative, inclusive, and fun work culture for all employees.

Why choose CIG’s HR Team?

CIG’s Human Resources team serves as the organizations strategic partner for success by engaging, assisting, informing, and inspiring employees in their careers. By joining our Human Resources team, you will have the opportunity to work with a department of committed individuals seeking to provide customer-focused solutions to our employees through continuous process improvement and cross-functional collaboration.

Benefits

• Accrue twenty-one days of Paid Time Off during your first year

• Up to eighty-seven percent of benefits covered by CIG for you and your family members

  • Medical, dental, vision plans

• One hundred percent covered plans

  • Basic Life & AD&D

  • Employee Assistance

  • Leave Management

  • Long Term Disability

  • Short Term Disability (Outside of CA)

  • Family Caregiver Support (Homethrive)

  • Child Care Resources (Tootris)

  • Business Travel Accident Protection

• Voluntary benefit offerings

  • Short-term (CA only)

  • Voluntary Life AD&D self, spouse and child plans

  • Flexible Spending

  • Health Savings (HSA)

  • Hospital Indemnity

  • Accidental Injury

  • Critical Illness

  • ARAG Legal Services

  • Norton LifeLock

• Nine paid holidays, plus two floating holidays

• Above and Beyond Reward Recognition Program

  • Kudos & Shout Out Points Program

  • Quarterly Above and Beyond Bonus Program

  • Annual Above and Beyond Bonus Program

• Competitive compensation

  • Base compensation

  • Salary Management Spot Bonuses

  • Annual Incentive/Profit sharing program, potential payout annually based on company results.

• Discount partnerships

  • Gym memberships, credit union, travel, shopping, restaurants, theme parks, and more

• Insurance Educational reimbursement and bonus programs

• Employee Referral Bonus Program

• Home and Auto Insurance Discount Program.

• Paid Volunteer Time – Through company planned community events and choose your own adventure PVT in giving back in ways that are meaningful to you!

• Retirement savings benefit (401k and Roth + match)

• Health & Financial Wellness

  • Wellness platform, tools and events

  • Health Savings Account – match

  • Financial Wellness Resources

JOB OVERVIEW:

The Office Administrator is responsible for front desk responsibilities which include but are not limited to greeting visitors, , coordinating onsite vendors, managing beverage inventory, coffee stations. This assignment demands an extremely competent administrative professional who is comfortable handling a variety of work assignments. The ideal person will possess sound judgment and decision-making skills along with a high degree of courtesy, tact, diplomacy, and discretion to manage work of a critical and sometimes confidential nature in a timely and professional manner. Duties performed require standard and advanced administrative skills. The ideal candidate must possess exceptional organizational skills, as well as the ability to manage multiple priorities and meet time sensitive demands. The Office Administrator must maintain confidence and trust, anticipate needs and take the initiative to handle a variety of assignments accurately, efficiently, and with limited direct supervision. Performs other duties as required or assigned.

RESPONSIBILITIES:

Office Administration

• Manage the front desk and standard office administration, , ,
• Manage the coffee stations, stocking, inventory, etc.
• Assist with Administering new hire, replacement, and visitor badges.
• Uses Word, Excel, One Note, Microsoft Forms and PowerPoint. Proofread and edit documentation to ensure correct grammar, spelling, and punctuation.
• Attend and participate in weekly Human Resource team meetings.
• Onsite new hire first point of contact, conduct site tour and walk to the designated area to work or leader based on Talent instruction.
• Perform special or periodic projects and assignments at the managers request, such as conducting research or planning special events.

• Greet and welcome visitors, issue visitor badge and ensure the security logbook is updated correctly with recorded in and leaving times.
• Connect visitor with appropriate person at office as visitors should not be unescorted.
• Maintain office security by following safety procedures and controlling access via the reception desk (ensure that the appropriate doors are not left open for unauthorized access)
• Answer, screen, and forward incoming phone calls
  • Maintain/Manage updates for phone procedures changes.
• Ensure reception area is tidy and presentable.
• Process expense reports monthly for HR Manager, VP of HR and Talent Acquisition Manager.
• Receive and distribute daily HR & Facilities mail/deliveries.

• Process Invoices for HR, Talent Acquisition & Facilities
  • Ensure accuracy of timely processing and information of details
  • Respond to all customer inquiries in a polite and timely manner.
  • Maintain log of Invoices received and processed.
• Process Flower Arrangement requests. Manage and maintain pricing list for consistency of purchases and update quarterly.
• Maintain electronic greeting cards for team members for birthdays and work anniversary.
• Additional administrative and support responsibilities may be assigned to ensure full support of office and HR functions.

Training and Development

• Utilize video and conference applications (Teams and GoTo Webinar)
  • Schedule and provide meeting invitations to participants for monthly training.
  • Collect, review and submit Rosters to ETP vendor for training of California employee.
  • Create DISC training rosters and delivery of materials to participants.
  • Assist HR Manager with training and development as needed for monthly trainings.
  • Research training platforms and vendors for training when required.
  • Assist with ordering course, materials and exams for employees receiving designations from The Institutes and Kaplan.
• Added support to HR department on projects, events and other administrative types of assistance.

MINIMUM REQUIREMENTS:

Education and Experience:

• 2-4 yrs. administrative and office experience in a professional environment.
• Excellent verbal and written communication skills. Detail and deadline-oriented, multitasker, strong organizational skills.
• This position will report directly to the HR Manager, and general support to the Monterey location based on the above responsibilities and other requests as necessary.

Knowledge of:

• Word, Outlook, Microsoft Forms, One Note, PowerPoint, and Excel including graphs.
• Utilize video conference applications / platforms (Teams, GoTo Webinar)
• Standard office practices and procedures, including filing systems and business letter composition.
• Correct English usage including spelling, grammar, punctuation, and vocabulary.

Ability to:

• Greet and care for all visitors with professionalism and care.
• Solicit the cooperation and performance of tasks by various departments.
• Work closely with the technology department for department A/V needs both in-office and offsite meetings.
• Identify sensitive issues and use appropriate discretion in handling confidential issues.
• Organize work, set priorities, and meet critical deadlines with minimal supervision.
• Maintain the confidentiality of materials and use appropriate discretion in handling sensitive and confidential correspondence or information.

Salary Range: 45,161.25 - $75,268.75

The salary range listed here has been provided to comply with local regulations and represents a potential base salary range for this role. Please note that actual salaries may vary within the range above or below, depending on experience and location. We look at compensation for each individual and base our offer on your unique qualifications, experience, and expected contributions. This position may also be eligible for other types of compensation in addition to base salary, such as benefits and bonus programs.