HUB International

Office Coordinator

3+ months agoGreenville, SC

About Us
At HUB International, we are a team of entrepreneurs. We believe in empowering our clients, and we do so by protecting businesses and individuals in our local communities. We help businesses evaluate their risks and develop solutions tailored to their needs. We believe in empowering our employees. As a global firm, we offer employees resources in both technology and industry expertise, but we still maintain the local flavor of our offices. Our structure enables our teams to maintain their own unique, regional culture.
The Office Coordinator is responsible for lobby and reception coverage, administrative duties, administrative support, and coordination of various tasks associated with the office and all management and staff. This position is intended as a training position for an Assistant Account Manager.

  • Manages the answering/transferring of incoming calls as needed.
  • Greets/directs all visitors and non-visitors in lobby area.
  • Opens/closes Greenville office (lock/unlock doors, turn on/off lights).
  • Distributes FAXES via email "continuously" throughout day.
  • Coordinates scheduling AND maintenance/cleanliness of ALL conference rooms for employees, clients, etc.
  • Updates office calendar to reflect all employee schedules for CE classes, PTO, etc.
  • Conference room scheduling and management.
  • Opening/distributing incoming mail and processing outgoing mail.
  • Plans/organizes employee entertainment events in Greenville office such as client/employee breakfast and lunch meetings, and non-profit meetings (sometimes after hours).
  • Keeps conference rooms/lobby mess-free and stocked with mints, pens, and beverages as needed.
  • Assists new employees with "welcome week" with market leader.
  • Office/Client luncheons and coffees
Building/Office Maintenance
  • Works with property management company on ALL building maintenance/repair issues.
  • Coordinates ALL furniture requests to include new purchases, repairs and moves.
  • Stocks kitchen/break room and galley kitchen with ALL supplies to include ordering with coffee vendor, internal supply requests and grocery store trips when necessary.
  • Makes sure kitchen/break room is clean.
  • Orders all other office supplies, as needed
Insurance Support
  • Will be set up as Administrator for all carrier websites throughout HUB Carolinas and will add/delete new users
  • Obtain carrier appointments for all new/existing employees, as needed
  • Access carrier websites and pull documents on a daily or weekly basis, assigning those documents as directed for service staff processing
  • Process payments for CE classes as directed by management
  • Maintain licensing information for HUB Carolinas licensed employees, with reminders to said employees to complete appropriate CE required to renew license(s)
  • Support offices as directed in obtaining loss runs for identified carriers
  • Enter Acord new business applications in business management system (Applied Epic), in support of Advisors
  • Coordinates daily trips to Federal Express office for package drop-offs.
  • Handles "as-needed" requests from Advisors, CAMS, PAMS for letters, documents, etc.
The person filling this position must be organized, a self-starter with good verbal and written communication skills. This position requires the employee to sit up to eight (8) hours a day, work on the computer or other office equipment up to eight (8) hours a day, and the employee may be required to work beyond an eight (8) hour business day occasionally. This position is fast-paced and requires someone who is comfortable in a multi-tasking environment.
The person filling this position must have a high school or equivalent degree. In addition, at least one year's experience in an administrative office position is preferred. Additional skills required include the ability to use a personal computer, calculator, agency automation systems, and various software programs, including but not limited to Microsoft Office: (Outlook, Word and Excel).
Department Office Administration & Clerical
Required Experience: 1-2 years of relevant experience
Required Travel: Negligible
Required Education: High school or equivalent
HUB International Limited is an equal opportunity and affirmative action employer that does not discriminate on the basis of race/ethnicity, national origin, religion, age, color, sex, sexual orientation, gender identity, disability or veteran's status, or any other characteristic protected by local, state or federal laws, rules or regulations. The EEO is the Law poster and its supplement is available here at
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Hi, we're HUB.
In a rapidly changing world, we advise businesses and individuals on how to prepare for the unexpected.
When you partner with us, you're at the center of a vast network of experts who will help you reach your goals through risk services, claims management, and compliance support.
And this gives you the peace of mind that what matters most to you will be protected - through unrelenting advocacy and tailored insurance solutions that put you in control.
About HUB International
Headquartered in Chicago, Illinois, HUB International Limited (HUB) is a leading full-service global insurance broker providing property and casualty, life and health, employee benefits, investment and risk management products and services. From offices located throughout North America, HUB's vast network of specialists provides peace of mind on what matters most by protecting clients through unrelenting advocacy and tailored insurance solutions. For more information, please visit

Job ID: hub-728834724