Office Manager

USI Insurance Services; Carrollton (GA); On-site; USD 42,000 - 56,000; Full time

Job summary

USI Insurance Services is seeking an experienced administrative services leader to oversee Reception and Mail Room operations, manage the admin staff, and coordinate with building management. The role emphasizes process efficiency, event support, and escalation handling for client issues related to administrative services.

The ideal candidate brings 2+ years in administration management, strong customer service, and proficiency with Microsoft Office; capable of handling multiple tasks in a

Qualifications

• 2+ years in administration management.
• Strong customer-service orientation and a customer-first attitude.
• Ability to work independently with minimal daily direction.
• Attention to detail; ability to grasp complex systems and processes.
• Ability to adapt during organizational stress, ambiguity, and change.
• Quickly learn new concepts and apply them.
• Proficiency with email and Microsoft Office applications.
• Excellent communication and interpersonal skills.
• Able to work with all levels of staff, vendors, and external agencies.

Responsibilities

• Oversee reception, administration, front-end scanning, CRM, office supplies, and mailroom.
• Manage office service team: approve timecards, performance, recruitment, training.
• Serve as primary liaison with building management for maintenance, mail delivery, and workflow.
• Set priorities and manage workflows for efficiency.
• Coordinate office events (Holiday party, Summit Awards, USI Gives Back).
• Act as escalation point for client issues related to direct reports.
• Manage relationships with building management and tenant services.
• Oversee office furniture needs, installation, and repairs.
• Project manage office moves at lease expirations.
• Maintain iOffice software and communicate changes.
• Coordinate security/medical/weather responses; update emergency docs.
• Oversee mail, printing/fulfillment requests, binding as needed.
• Manage office and kitchen supplies inventory; update phone lists.
• Maintain onsite/offsite file storage; liaise with vendors.

Skills

Administration management

Customer service

Independence

Attention to detail

Communication

Vendors relations

Office software

Tools

Microsoft Office

iOffice

Job description

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 facilitate 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 .