Receptionist(Internal only) at HTM Insurance in Cobourg, Ontario, CA

Receptionist

Location: Cobourg - Essential position
Company: HTM Insurance
Reports To: Compliance Officer
Salary Range: $39,200 – $58,800 annually

Position Overview

HTM Insurance is seeking a professional and customer-focused Receptionist to serve as the first point of contact for insureds, brokers, agents, customers, and visitors. This role is responsible for managing front desk operations, handling incoming communications, processing payments, and supporting daily administrative functions across the organization.

The ideal candidate is highly organized, detail-oriented, and thrives in a fast-paced office environment while delivering exceptional customer service both in person and over the phone.

Key Responsibilities

Reception & Switchboard

• Manage a multi-line telephone system during office hours (Monday–Friday, 8:30 a.m. – 4:30 p.m.)
• Answer and direct incoming calls to the appropriate department or staff member
• Respond to general inquiries professionally and efficiently
• Refer insureds to brokers/agents when appropriate
• Review and distribute voicemail messages daily
• Assist with customer concerns and escalate complaints when necessary
• Welcome and direct visitors to the appropriate person or department
• Process premium payments using Moneris and maintain accurate records
• Ensure consistent front desk and phone coverage during business hours

Mail & Correspondence Management

• Open, sort, scan, and distribute incoming mail, courier packages, emails, and faxes
• Record and process cheque payments appropriately
• Forward company invoices and returned mail to the correct departments
• Prepare outgoing courier and postal mail, including Xpresspost and Registered Mail
• Coordinate daily mail pickups and deliveries with Canada Post and couriers
• Operate mailing equipment and organize outgoing correspondence efficiently

Administrative Support

• Prepare monthly Suppression of Terrorism reports
• Coordinate lunch arrangements and room setup for Board meetings
• Order and maintain office and facility supplies
• Arrange travel accommodations, registrations, and event logistics for staff and directors
• Maintain stock levels for office materials and equipment supplies
• Ensure cleanliness and organization of reception, meeting rooms, and common areas
• Process sales and inventory tracking for oil drip trays and fire extinguishers
• Return used ink cartridges and assist with general office upkeep

Essential Work Model

• This position is required to work in office 5 days a week

Qualifications

Education

• High school diploma required
• Post-secondary education in business administration or a related field is considered an asset

Experience

• 2–3 years of experience in reception, administration, customer service, or switchboard operations
• Experience in the insurance industry is considered an asset

Skills & Competencies

• Excellent verbal and written communication skills
• Strong customer service and interpersonal abilities
• Exceptional organizational and time management skills
• Ability to manage multiple priorities and deadlines
• High level of accuracy and attention to detail
• Strong computer proficiency and office administration skills
• Ability to work collaboratively with staff, clients, brokers, vendors, and visitors
• Professional, flexible, and dependable

Working Relationships

This role works closely with:

• Internal staff across all departments
• Brokers and agents
• Policyholders and visitors
• Suppliers, vendors, couriers, and third-party contractors
• Directors and external stakeholders

Why Join HTM Insurance?

HTM Insurance offers a collaborative and supportive workplace where employees play an important role in delivering exceptional service to policyholders and business partners. We value professionalism, teamwork, and community involvement.

Inclusion & Accessibility

HTM Insurance is an equal opportunity employer committed to diversity, inclusion, and accessibility. Accommodation is available throughout the recruitment process in accordance with the Accessibility for Ontarians with Disabilities Act (AODA).