FACILITIES & INSURANCE SPECIALIST Job
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Position Summary Responsible for providing a wide variety of facility and insurance related support. Primary Responsibilities • Serves as the point of contact for all insurance carriers (all Polk property, cars, planes, Workers’ Compensation, etc.). • Develops and maintains schedules and plans for key insurance activities (renewals, audits, etc.). • Gathers underwriting data, track claims, assist with completion of insurance renewals and forms and filings; prepare/contribute to analyses and audits. • Assists with the annual Workers’ Compensation audit by researching and collecting information as requested. • Gathers information; prepare insurance forms; organize and maintain corporate insurance records. • Tracks the flow of insurance claims, maintain related documentation, and verify insurance coverage. • Prepares insurance and facility-related reports and analyses; assist with preparation of budgets and forecasts • Orders department and facility-related supplies (cleaning, office, shipping, and maintenance supplies). • Reviews monthly purchasing card statements for the department. Record, code and submits charge to Chief Financial Officer for approval. Forward approved reconciliations to purchasing. • Enters department and facility-related requisitions in JDE. • Administers programs, projects, and/or processes specific to Administrative Services. • Acts as the point of contact for Southfield landlord/property management. • Develops spreadsheets, charts, graphs, reports and presentations. • Prepares expense reports for all team members. • Processes payroll timesheets for the department. • Maintains and updates company-wide phone directories weekly and mail box rosters. • Provides daily relief to switchboard and primary coverage during periods of CTO. • Maintains department website, ISO documents and facility management software. • Orders postage and shipping, facility and department supplies. • Drafts all-employee communications. • Organizes, secures and maintains all property, insurance and facility related files and documentation Secondary Responsibilities • Involved in the coordination of Polk building events. • Performs other duties as requested by management. Relationships/Contacts Communicates with vendors and employees, including other Polk location employees. Works and coordinates activities with other Administrative Services staff. Leadership/Supervisory Responsibilities This position does not supervise anyone. Minimum Qualifications • Associates Degree in Business Administration or related discipline with two years previous business office administration experience or equivalent combination of education and experience. • Intermediate knowledge of Microsoft Office programs such as Word and Excel. • Good written communication skills. • Good interpersonal/customer service skills. • Ability to adapt to changing requirements, handle multiple priorities and work independently at times. • Excellent verbal communication skills; professional front-desk manner. • Ability to maintain verbal and written confidentiality Working Conditions Normal office environment. The above statements are intended to describe the general nature and level of work being performed by people assigned to this position. They are not intended to be an exhaustive list of all responsibilities, duties, qualifications, or working conditions. R. L. Polk & Co. is an equal opportunity employer. Applicants will be considered without regard to race, citizenship, creed, color, sex, religion, age, national origin, marital status, physical or mental disabilities, sexual orientation or veteran status. Further, R. L. Polk & Co. provides reasonable accommodation upon request, in accordance with State and Federal laws.
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