Office Manager

Integrated Financial Settlements; Austin (TX); On-site; USD 65,000 - 90,000; Full time

Job summary

Integrated Financial Settlements is seeking an experienced Office Manager to oversee daily administrative operations, support HR onboarding, and manage office services in Austin, TX. This role serves as the main contact for staff, vendors, and visitors, ensuring a smooth and professional workplace.

Qualifications include a bachelor’s degree in HR/hospitality/business and at least 5 years in office management, with strong MS Office and collaboration tools.

Qualifications

• Bachelor’s degree in HR, Hospitality, or Business Administration or equivalent experience.
• Minimum 5 years of experience in an office manager or similar role.
• Experience with Microsoft Office suite and collaboration tools (Teams, SharePoint).
• Knowledge of business operations and administrative best practices.
• Ability to maintain confidentiality and exercise discretion.
• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• Self-motivated with attention to detail and deadlines.
• Ability to adapt to changing priorities in a fast-paced environment.
• Willingness to work in-office Monday–Friday.

Responsibilities

• Oversee day-to-day office operations and administrative activities.
• Serve as primary point of contact for office inquiries and maintain procedures.
• Coordinate travel arrangements and expense reporting.
• Provide HR onboarding support and maintain personnel records.
• Coordinate vendor invoices and manage contracts and service agreements.
• Support process improvements and project-related tasks.

Skills

Multitasking

Communication

Time management

Attention to detail

Problem solving

Discretion

Adaptability

Education

Bachelor’s degree in HR/ Hospitality/ Business Admin

Tools

Microsoft Word

Microsoft Outlook

Microsoft Excel

Microsoft PowerPoint

Teams

SharePoint

Job description

For over 40 years the operating companies of Integrated Financial Settlements ("IFS") have been helping people stabilize financially after a life-altering event or injury, upon receipt of a claim settlement.The products and services we use are powerful tools to bring long-term financial security, spend-thrift protection, and peace of mind to people who are made vulnerable from their circumstances.

Our vision/values

As a collaborative community our passion is to introduce options that restore stability, encourage hope, and create possibilities for people impacted and made vulnerable by injury.We also help people navigate change by providing effective financial solutions to support their goals.Our values are as follows:

• Integrity: Do what is right.
• Innovation: Seek opportunities to learn, improve, and encourage creative thought.
• Collaboration: We are better together. Diversity of experience and thought enriches our work and lives.
• Empathy: Acknowledge others and ask questions. Listen to find out what is important.

The role:

The Office Manager is responsible for overseeing the day-to-day administrative operations of the office while providing support to Human Resources, employee onboarding, office management, and special projects. This role requires exceptional attention to detail, communication, problem-solving, and multitasking skills, as well as the ability to maintain confidentiality and operate with a high degree of professionalism. This role serves as a key point of contact for employees, vendors, and visitors, ensuring a positive workplace experience and efficient office operations.

Key responsibilities:

Office Administration

• Manage day-to-day office operations and administrative activities.
• Serve as the primary point of contact for office-related inquiries.
• Create and maintain office procedures, policies, and organizational systems or processes.
• Coordinate office maintenance, repairs, and facility needs.
• Manage office supplies, kitchen supplies, equipment, and inventory.
• Ensure office equipment is operational and schedule service when necessary.
• Receive and distribute incoming mail, packages, and deliveries.
• Maintain professional office appearance and organization.
• Oversees copy machine and postage machine supply and assist users with problems.
• Handles shipping and corporate office mailing activities and prepares outgoing shipments and sends packages using appropriate vendors.
• Partners with IT Solutions and building management to obtain suite and garage access badges for new corporate employees.

Executive and Administrative Support

• Provide administrative support to company leadership as requested.
• Coordinate travel arrangements and expense reporting as needed.
• Coordinate and manage projects when assigned by leadership to ensure deadlines are met.
• Support process improvement efforts and operational efficiencies.
• Perform ad hoc administrative, operational, and project-related tasks as needed.

Human Resources Support

• Occasionally assist HR with administrative tasks such as scheduling interviews, onboarding new hires, and maintaining personnel records.
• Support internal employee events and communications as needed.
• Maintain confidentiality in handling sensitive employee and company information.
• Provide general administrative backup to the HR department during high-volume periods or absences.
• Assist with employee onboarding and offboarding activities as requested.
• Coordinates new user or visitor access forms for parking, building and fitness center access.
• Other duties as assigned.

Client and Vendor Relations

• Serve as the primary point of contact for colleagues, clients, and business partners, delivering a professional and welcoming onsite experience.
• Coordinate communications with vendors and service providers.
• Maintain confidentiality and professionalism in all interactions.
• Support client-facing administrative activities as requested.
• Coordinate vendor invoices and ensure timely submission for payment.
• Maintain vendor contracts and service agreements.
• Assist with expense submission as part of office management.
• Maintain records and documentation related to office operations.

Key skills/experience required

• Bachelor’s degree in HR, Hospitality, or Business Administration or equivalent experience.
• Minimum 5 years of experience in an office manager or similar role.
• Prior experience with office management, administrative management, and/or human resources is a plus.
• Experience with Microsoft Suites: Word, Outlook, Excel, PowerPoint and collaboration tools such as TEAMS and Share Point.
• Knowledge of Business operations and administrative best practices.
• Ability to use discretion and exercise the highest level of confidentiality.
• Proven ability to multitask in an environment with competing priorities.
• Excellent organizational and time management skills.
• Strong professional with effective verbal and written communication skills.
• Self‑motivated with critical attention to detail, deadlines, and strong problem‑solving skills.
• Ability to adapt well to change in direction and priority in a fast‑ paced and deadline‑oriented environment.
• Willingness to work in‑office Monday‑Friday. Building parking will be provided.

Work environment

• 40‑hour work week with onsite availability Monday – Friday.
• Must be available to work flexible hours as needed based on business needs.
• Regularly communicates both verbally and in writing.
• Sitting for extended periods of time.
• Dexterity of hands and fingers to operate a computer keyboard, mouse, and other computer components.
• Physical effort and activities include Light physical effort is required by handling objects up to 20 pounds occasionally and/or up to 10 pounds frequently.

The above job description is not intended to be an all-inclusive list of duties and standards of the position.Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.