Office Manager

USI Insurance Services; Indianapolis (IN); In loco; USD 60.000 - 80.000; Tempo pieno

Vantaggi offerti da questo lavoro

Health benefits

Dental benefits

Vision benefits

401(k)

FSA/HSA

Disability (short/long-term)

Life insurance

Paid time off

Paid family leave

Paid holidays

Descrizione del lavoro

USI Insurance Services in Indianapolis is seeking an Office Administration Manager to oversee Reception, Mail Room, and administrative staff. You will lead the office services team, manage timecards, recruit and train, and liaise with building management to maintain facilities and workflow.

This role requires strong customer service, attention to detail, and the ability to handle stress and change. You will coordinate events, manage supplier relationships, and ensure efficient operations across

Competenze

• 2+ years of administration management experience.
• Strong customer service orientation and a customer-first mindset.
• Ability to work independently with minimal daily direction.
• Attention to detail and ability to understand complex systems.

Mansioni

• Manage all office administration functions including reception, mailroom, CRM, supplies, and front-end scanning.
• Oversee office service team; review timecards, handle performance, recruitment, and training.
• Coordinate with building management on maintenance, mail delivery, and workflow.
• Set priorities and manage workflow to ensure efficient processes.
• Plan and support office events (Holiday party, Summit Awards, USI Gives Back).
• Serve as escalation point for client issues and vendor liaison for office systems.

Conoscenze

Administration management

Customer service

Independent work

Detail oriented

Communication

Microsoft Office

Strumenti

CRM

Descrizione del lavoro

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 .