Office Manager

USI Insurance Services; Atlanta (GA); On-site; USD 52,000 - 72,000; Full time

Benefits offered by this job

Medical, dental, vision

401(k)

Paid time off

Paid holidays

Life insurance

Flexible spending

Job summary

USI Insurance Services is seeking an experienced Office Services Manager to oversee reception, mailroom, CRM workflows, and staff performance. You will coordinate with building management, manage events, and ensure efficient administrative operations across the location.

Ideal candidates have 2+ years in administration management, strong customer service, and proficient MS Office skills. The role requires independent work, attention to detail, and effective communication with staff at all

Qualifications

• 2+ years in administration management.
• Strong customer service orientation.
• Ability to learn new concepts quickly.
• Excellent written and verbal communications.
• Proficient with email and Microsoft Office.

Responsibilities

• Oversee all office administration functions: reception, mailroom, scanning, CRM, supplies.
• Manage office service team, approve timecards, and handle staffing needs.
• Coordinate with building management on maintenance and workflow.
• Set priorities and manage workflows for efficiency.
• Participate in office events such as Holiday party and Summit Awards.
• Serve as escalation point for client issues related to direct reports.
• Manage relationships with building management and tenant services.
• Oversee office furniture needs and maintenance.
• Coordinate office moves during lease expiration.
• Maintain iOffice software and communicate changes.
• Coordinate security, medical, and weather responses as needed.
• Ensure mail handling and printing/fulfillment processing.
• Maintain inventory of office and kitchen supplies.
• Keep phone lists updated and distributed.
• Manage on-site and off-site file storage.
• Develop relationships with outside vendors.
• Act as liaison for phone system and office equipment.

Skills

Customer service

Independent work

Attention to detail

Communication skills

MS Office proficiency

Tools

Microsoft Office

CRM

iOffice

Job description

Description and Requirements

General Description:

Responsible for oversight of various business functions, such as Reception and the Mail Room. Manage the work product of assigned administrative staff. Perform a wide range of administrative tasks.

Responsibilities

• Manage all office administration functions. Includes reception, administration, front end scanning, CRM, office supplies, and mailroom.


• Accountable for management of office service team members. Includes reviewing and approving timecards, performance management, recruitment, and training.


• Serve as primary contact for building management. Provide direction and oversight regarding building maintenance, mail delivery, and administration workflow.


• Set priorities and manage workflow to ensure efficient processes.


• Participate in event planning events for office location. Includes Holiday party, Summit Awards, and USI Gives Back.


• Act as escalation point for client issues relating to direct reports.


• Primary relationship manager for building management/tenant services.


• Manage office furniture needs, including installation and repairs.


• Serve as project manager for office moves to new buildings/facilities upon lease expiration.


• Maintain iOffice software for assigned locations. Includes communicating changes as needed.


• Coordinate security/medical/weather related responses when necessary. Includes updating emergency preparedness documentation as appropriate.


• Ensure and/or faciliti​e the following:


• Oversee and facilitate incoming and outgoing mail. Ensure timely and accurate processing and distribution.


• Ensure timely and accurate processing of printing and fulfillment requests. Includes presentation binding as needed.


• Maintain inventory for office and kitchen supplies.


• Ensure phone lists are updated and distributed regularly.


• Manage onsite and offsite file storage.


• Develop and maintain relationships with outside vendors.


• Primary Key Operator and vendor liaison for phone system, printers, copiers, and fax equipment.


• Act as back up for Receptionist and Admin Assistant as needed.

Knowledge, Skills And Abilities

• 2 years + experience in administration management.


• Strong customer service skills and positive “customer-first” attitude.


• Ability to work independently with minimal daily direction from manager to accomplish objectives.


• Attention to detail and ability to grasp complex systems and processes.


• Ability to work effectively during times of organizational stress, ambiguity, and change.


• Ability to learn new concepts quickly and effectively.


• Proficiency with email and Microsoft Office applications.


• Excellent communication and interpersonal skills.


• Ability to work with all levels of employees, management, vendors, and external agencies.


• Familiarity with and ability to troubleshoot printers/computer/copiers/fax/phone systems.

USI is committed to providing a full-suite of competitive benefits for our growing population and its diverse needs. We offer a wide range of health, welfare and financial benefits including medical, wellness, dental and vision, 401(k), flexible spending and health savings accounts, short and long-term disability, life insurance and other unique employer-sponsored and voluntary programs. USI also offers a generous paid time off policy, paid family leave benefit as well as paid holiday time .