Office Administrator

Blackbird Recruiting; Crown Heights (NY); On-site; USD 60,000 - 65,000; Full time

Job summary

Blackbird Recruiting in Brooklyn, NY is seeking an Office Administrator to help a tight-knit team keep operations running smoothly. You will process quote requests, manage client documents, calendars, and office supplies to enable same-day quotes and strong, personal client relationships.

Reporting to the founding principal, you will handle phones, maintain audit-ready files, track licenses and compliance, and generate weekly production updates for quick visibility into pipeline health.

Qualifications

• Two-plus years running an office or supporting a sales/service team.
• Ability to keep files, calendars, and compliance items current without reminders.
• Experience handling confidential client data and phone communications.

Responsibilities

• Process incoming quote requests and client documents within two hours so 95% of quotes leave the office the same day.
• Maintain digital and physical files at 100% accuracy and audit-ready status for every policy and claim.
• Own calendars, vendor invoices, and office supplies so producers gain 15+ extra client-facing hours each week.
• Answer phones and greet visitors with the same personal touch we promise clients, converting 80% of inbound inquiries into scheduled appointments.
• Track licenses, E&O certificates, and compliance deadlines with zero lapses.
• Prepare weekly production reports that let the team see pipeline health in under five minutes.

Skills

Office administration

Communication skills

Time management

Tools

Google Workspace

Brokerage software

Job description

Office Administrator

Brooklyn, NY

$60,000 – $65,000

Insurance Brokerage company that helps New Yorkers protect what they love with straightforward, personalized insurance. In a tight-knit team of fewer than ten, the Office Administrator keeps operations running so producers can deliver same-day quotes and real relationships instead of chasing paperwork.

Responsibilities:

• Process incoming quote requests and client documents within two hours so 95% of quotes leave the office the same day.
• Maintain digital and physical files at 100% accuracy and audit‑ready status for every policy and claim.
• Own calendars, vendor invoices, and office supplies so producers gain 15+ extra client‑facing hours each week.
• Answer phones and greet visitors with the same personal touch we promise clients, converting 80% of inbound inquiries into scheduled appointments.
• Track licenses, E&O certificates, and compliance deadlines with zero lapses.
• Prepare weekly production reports that let the team see pipeline health in under five minutes.

Qualifications:

• Two-plus years running an office or supporting a sales/service team in insurance, finance, or professional services.
• Proven ability to keep files, calendars, and compliance items current without reminders.
• Comfortable handling confidential client data and speaking with customers on the phone.
• Strong written and verbal communication that matches our straightforward, no‑jargon style.
• Self‑starter who thrives in a 1–10 person shop where every task visibly moves the business.

Role Selling Points

• Direct impact: your systems decide how fast we quote and how well we serve Brooklyn families and businesses.
• Visibility: sit next to the decision‑makers and help shape how a growing brokerage operates.
• Stability plus variety: insurance never stops, yet no two days look the same in a boutique shop.
• Local roots: work in Brooklyn for a company built around neighborhood relationships, not call‑center scripts.

Environment & Resources

You report directly to the founding principal in our Brooklyn office. You’ll work with standard brokerage software, Google Workspace, and a modest office budget you help manage. The team is small, fast, and all‑hands; you’ll sit steps from the people who close the business.