Chicago, Illinois

Who We Are

We’re NFP, a five-time Best Places to Work award winner in Business Insurance for 2017, 2018, 2019, 2020 and 2021. We are also recognized as an Elite 2018 Agency award winner named as a Top Employee Benefits Firm. We are a leading Insurance Broker and Consultant that provides Employee Benefits, Property & Casualty, and Retirement and Individual Private Client solutions to help our clients reach and realize their goals because we believe business is personal. Our personal commitment to our team and our clients have created long-lasting and successful relationships across our growing 300+ nationwide offices and 17 international locations. To learn more, please visit: https://www.nfp.com/

Position Summary

We have an immediate opportunity in our Chicago office for an Office Administrator. If designated by the department, you may work hybrid upon commencement until the office returns to normal capacity at which time you should be able to work from the office daily as assigned.

What You’ll Be Doing:

Office Administration

  • Answers main line for phones, identifying client’s wants and needs, and professionally and promptly direct the caller. 
  • Greets and welcomes all guests and announces visitors promptly to the appropriate producer or staff member and maintains a neat and orderly reception area.
  • Manages conference room reservations.
  • Provides assistance to Lenox Partners and visiting Relationship Managers (RMs).
  • Handles general office operations and procedures i.e. filing systems, database management, equipment maintenance, phone systems and other services.
  • Coordinates with all external facility vendors (cable, internet, HVAC, etc.) for maintenance and service.
  • Maintains and orders all office supplies, kitchen supplies & equipment, coffee, copy paper and stationery through approved vendors, ensuring that a supply of basic items is on hand at all times.
  • Maintains work area, conference rooms and A/V equipment, including voicemails and switchboard greetings.
  • Monitors and organizes marketing closet and materials. Keeps marketing pantry and reception area up to date with marketing materials.
  • Checks for, opens and sorts all mail and prepares overnight mail packages for delivery and coordinates delivery with service providers and/or messengers as appropriate.
  • Assists with all regional event planning (i.e. holiday parties, dinners).
  • Coordinates with building administration for all work pertaining to the office space, including, but not limited to building hours and facility maintenance.
  • Works with IT to troubleshoot technical issues and institute changes. Also, serves as the local office contact for after-hours/weekend issues.
  • Prepares monthly reports for Accounting.
  • Prints New Business policies in the office.
  • Provides basic administrative support (printing, tech support, mailing, etc.)
  • Communicates key building and company messages to staff and RMs within the office as directed by Regional Administrative Manager.
  • Office notary.
  • Other duties and/or special projects as assigned.

Chiacgo Sales Managers Support

  • Assist Sales Manager with Conservation Alerts to non-Managing Directors.
  • Provides administrative operations & client support to Sales Manager.
  • Supports the illustration requests, meeting preparation and servicing of Sales Manager’s personal production/clients (i.e. illustrations, policy and product summaries, reports, address changes, beneficiary/ownership changes, etc.)
  • Coordinate and track sales-related contests throughout the year.

RM New Hire Support (back up for all regions)

  • Enters new recruits into CRM-MOSAIC.
  • Coordinates and schedules meetings and reserves conference rooms for Sales Manager’s recruit meetings.
  • Assists Sales Manager in the tracking and any follow up in the selection process.
  • Prepares recruiting packages for first interviews and manages updates throughout the process.
  • Distributes BIG authorization for recruit's background check.
  • Distributes and orders any pre-hire testing such as the MDI or Hogan.

RM Onboarding and Off-boarding

  • Executes RM onboarding tasks for office recruits.
  • Assists with Relationship Manager On-Boarding.
  • Follows processes for Duplicate Resolution and Data Consistency in MOSAIC.
  • Coordinates RM off-boarding.
  • Follows process for MOSAIC user termination.
  • Assists in the client transition process.

RM Training

  • Schedules and coordinates training classes and Lunch and Learns for the office, including reserving conference room, ordering lunch, and making sure all materials are ready.
  • Creates sales/ training presentations.
  • Is able to conduct general MOSAIC, Fieldnet and Intranet training as well as Quota Crushers overview.

RM/CSA Training & Operational Effectiveness

  • Provides client service backup support when needed to ensure no sales/client service disruptions for RM’s and clients.
  • Serves as a MOSAIC champion for RMs and CSAs.
  • Part of the data feed team responsible for implementing and maintaining carrier data feeds.
  • Participates in ad-hoc client service projects.

What we’re looking for:

  • A Bachelor’s degree is preferred; HS Diploma or  GED required.
  • The ideal candidate will have 1-3 years of corporate support/operations experience; Financial Services/Insurance industry is helpful.  Insurance product knowledge (life, disability and long-term care) preferred. 
  • Recent College grads with relevant internship or work experience considered.
  • The ability to interact with clients diplomatically and professionally is a must.
  • Excellent verbal and written communication skills are essential. 
  • Must the ability to work independently and multi-task while paying attention to details as well as be highly organized and able to prioritize in a fast-paced sales environment.
  • Must be proficient in Microsoft Office Suite. Experience utilizing a Client Relationship Management (CRM) system is preferred.
  • For remote capabilities, you must have reliable and secure home internet access and a designated and uninterrupted workspace to handle timely and confidential client documentation and calls. When the office reopens, per COVID guidelines, you must be able to work daily in the LA office.

What We Offer

NFP is proud to offer a competitive salary, PTO & paid holidays, 401(k) with match, exclusive discount programs, health & wellness programs, and more. Our PeopleFirst culture focuses on building and nurturing lifelong relationships with our employees because, at the end of the day, we exist to be there for others.

NFP and You... Better. Together.

NFP is an inclusive Equal Employment Opportunity employer

See Job Description

Chicago, Illinois

NFP is a leading insurance broker and consultant providing specialized property and casualty, benefits, wealth management, and retirement planning.

We’re a five-time Best Places to Work award winner in Business Insurance for 2017-2021. We’re also recognized as an Elite Agency award winner and named as a Top Employee Benefits Firm. Our personal commitment to our team and our clients have created long-lasting and successful relationships across our growing 300+ nationwide offices and 17 international locations.

Our teams strive to embody excellence in everything we do — and we’re proud to be recognized for the fruits of our labor.

Our vision isn't all about the numbers. But we've found that our reputation as an exceptional provider of personal and corporate consultative services hasn't gone unnoticed. We're proud to say that we're the:

  • #2 Retirement plan aggregator firm, InvestmentNews
  • #5 Largest benefits broker by global revenue, Business Insurance
  • #7 Largest U.S.-based privately owned broker, Business Insurance
  • #9 Best place to work in insurance, Business Insurance
  • #10 Largest property & casualty agency, Insurance Journal
  • #10 Commercial lines agency, Insurance Journal
  • #13 Global insurance broker, Best's Review
  • #13 Largest broker of U.S. business, Business Insurance

We’re also proud to offer a competitive salary, PTO & paid holidays, 401(k) with match, exclusive discount programs, health & wellness programs, and more. Our PeopleFirst culture focuses on building and nurturing lifelong relationships with our employees because, at the end of the day, we exist to be there for others.

NFP and You... Better Together!

NFP is an inclusive Equal Employment Opportunity employer.

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