Job Title: Front Desk Administrative AssistantJob Description
The Front Desk Administrative Assistant provides professional reception, administrative, and mailroom support in a small, fast-paced insurance office. This role manages incoming calls and visitors, routes mail and packages, maintains office supplies, and supports document processing and data cleanup. The position offers strong growth potential for someone who wants to build a long-term career in the insurance industry, not remain in a lifetime receptionist role.
Responsibilities
Greet every visitor promptly and professionally, determine their needs, and direct them to the appropriate person or resource.
Answer and route 25-35 incoming phone calls per day to the appropriate employees, take accurate messages, and ensure timely follow-up.
Manage all incoming and outgoing mail, including USPS, FedEx, UPS, and other carriers, ensuring accurate routing and timely distribution.
Perform mail routing process duties, including front-end scanning of paper mail, downloading documents from insurance carrier websites, applying specified file naming conventions, and attaching files to specific activity codes.
Prepare, print, and collate client proposal packets and other documents as needed, ensuring accuracy and professional presentation.
Order and maintain office supplies on a weekly basis, monitor inventory levels, and coordinate with vendors to ensure the office remains well stocked.
Handle fax and mail routing, including distributing physical and electronic documents to the appropriate individuals or departments.
Perform data cleanup tasks, including reviewing and updating records and documents to ensure accuracy and consistency.
Schedule and manage meeting room calendars, including booking, blocking, and updating reservations for internal and external meetings.
Use office phones, computers, scanners, PDF tools, and related equipment to support daily administrative and clerical tasks.
Cover calls and mail routing for multiple locations when needed, supporting a broader operations assistant team across Florida.
Collaborate with the operations assistant team via chat and other communication tools to coordinate workloads and share information.
Provide general administrative and clerical support, including file management, basic data entry, and other tasks assigned by leadership.
Maintain a professional front desk area and contribute to a welcoming, organized, and efficient office environment.
Essential Skills
At least 1 year of administrative, receptionist, or customer service experience.
Proficiency with computers, including Microsoft Outlook, Word, and Excel at an entry-level or higher.
Ability to use Adobe and PDF tools to view, edit, and manage documents.
Experience using office phones, creating messages, and handling multi-line call routing.
Ability to use scanners and related office equipment for document imaging and mail routing.
Strong written and verbal communication skills, with a professional and courteous phone and in-person manner.
Demonstrated ability to multi-task and manage multiple responsibilities in a fast-paced environment.
High attention to detail and accuracy in administrative and clerical work.
Customer service mindset with the ability to interact professionally with visitors, vendors, and colleagues.
Motivation to grow beyond a traditional receptionist role and build a long-term career.
Comfort working with technology, including downloading documents, applying file naming conventions, and attaching files to activity codes.
Strong organizational skills and the ability to prioritize tasks effectively.
Additional Skills & Qualifications
Bachelor's degree or associate degree preferred.
Open to candidates with face-to-face customer service experience if they have a degree.
Experience in administrative support, clerical work, and customer service in an office environment.
Interest in the insurance industry and willingness to learn about insurance operations.
Positive attitude, strong aptitude for learning, and willingness to take on new responsibilities.
Desire to pursue professional growth opportunities, including potential progression into licensed insurance roles.
Comfort working both independently and as part of a distributed operations assistant team.
Ability to adapt to changing priorities and support multiple locations when needed.
Work Environment
This role is based in a small insurance office with approximately five people on-site and is fully onsite, not remote. The Front Desk Administrative Assistant sits at the front of the office and serves as the first point of contact for visitors and callers. The office operates in a fast-paced environment with many moving parts, and the person in this role will interact regularly with colleagues, customers, and vendors such as delivery and technology service providers. Hours of operation are 8:30 a.m. to 5:00 p.m., with a one-hour lunch break. While some licensed employees work on a hybrid schedule, the receptionist position remains onsite, and there may be days when the assistant works alone in the office while others work remotely. The role involves frequent use of computers, Microsoft Outlook, Word, Excel, Adobe/PDF tools, scanners, and office phones, as well as handling both physical and electronic mail. The office maintains a professional yet family-friendly culture, with a business professional dress code (business casual during the summer months). The environment offers a nice office setting, strong benefits, and a supportive culture focused on growth, including opportunities to move into other roles within the organization and potentially earn an insurance license.
Job Type & Location
This is a Contract to Hire position based out of Lakeland, FL.
Pay and Benefits
The pay range for this position is $18.00 - $18.00/hr.
Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: - Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)
Workplace Type
This is a fully onsite position in Lakeland,FL.
Application Deadline
This position is anticipated to close on Jun 30, 2026.
About Aston Carter
Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.
The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.
San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.
Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.
Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.
