Operations Manager - State Farm Agent Team Member

Kristin Staropoli - State Farm Agent; Tigard (OR); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Opportunity for advancement

Paid time off

Training & development

Bonus based on performance

Competitive salary

Health insurance

Flexible schedule

Job summary

Kristin Staropoli - State Farm Agent is seeking a highly organized Operations Manager to provide executive-level administrative support to the agency owner while overseeing key office operations and workflows.

This role blends executive assistance with broader responsibilities to keep the office, team, schedules, projects, and client processes organized and moving forward, requiring initiative, discretion, and a collaborative mindset.

Qualifications

• Experience in office management or a similar detail-oriented role.
• Exceptional organizational skills with ability to manage multiple priorities.
• Ability to take initiative, solve problems, and anticipate needs.
• High accuracy and consistent follow-through.
• Comfortable coordinating work across a team.
• Proficiency with email, calendars, spreadsheets, reporting tools.
• Ability to learn regulated workflows and agency systems.

Responsibilities

• Manage the agency owner’s calendar, inbox, and meetings.
• Coordinate customer appointments and team meetings.
• Prepare materials, take notes, and track action items.
• Maintain confidentiality of sensitive information.
• Oversee office appearance and day-to-day functions.
• Monitor supplies and coordinate vendors.
• Support team trainings and engagement initiatives.
• Assist with payroll, time records, and reimbursements.
• Audit and review agency reports for accuracy.
• Prepare customer files and supporting documentation.
• Oversee marketing oversight and communications.

Skills

Organizational skills

Multi-tasking

Discretion

Follow-through

Team coordination

Office technology

Tools

Calendars

Spreadsheets

Reporting tools

Job description

Benefits:

• Opportunity for advancement
• Paid time off
• Training & development
• Bonus based on performance
• Competitive salary
• Health insurance
• Flexible schedule

Position Overview:

We are seeking a highly organized, proactive Operations Manager to provide executive-level administrative support to the agency owner while overseeing key office operations and workflows.

This position functions similarly to an executive assistant but carries broader responsibility for keeping the office, team, schedules, projects, and client-related processes organized and moving forward. The ideal candidate is an exceptional multitasker who anticipates needs, follows through consistently, handles confidential information with discretion, and enjoys creating order behind the scenes.

Key Responsibilities:

Executive and Administrative Support

• Manage the agency owner’s calendar, inbox, appointments, meetings, tasks, and competing priorities.
• Coordinate customer appointments, team meetings, one-on-ones and other scheduled events.
• Prepare meeting materials, take notes, summarize discussions, and track action items.
• Organize mail, faxes, reports, documents, receipts, and other administrative records.
• Maintain strict confidentiality when handling employee, customer, payroll, and business information.

Office Operations

• Oversee the organization, appearance, and day-to-day functionality of the office.
• Monitor inventory and order office, beverage, and supplies as needed.
• Coordinate service requests, vendors, errands, and general office maintenance.
• Oversee and delegate responsibilities while ensuring work is completed accurately and thoroughly.
• Help create a welcoming, professional environment for customers and team members.

Team Support and Culture

• Coordinate birthdays, work anniversaries, team outings, meals, celebrations, and earned rewards.
• Assist with team trainings, sales promotions, meetings, and engagement initiatives.
• Support a positive, accountable, and productive office culture.
• Help keep team goals, performance expectations, and important deadlines visible and organized.

Payroll, PTO, and Employee Administration

• Assist with commission calculations, payroll preparation, reimbursements, and receipt tracking.
• Gather and review hourly employee time records before each payroll deadline.
• Complete new-hire checklists, reimbursement follow-ups, business card orders, and other employment-related tasks.

Reporting, Compliance, and Quality Control

• Complete daily and monthly audits and identify trends, errors, or unusual activity.
• Review reports, applications, open tasks, and other agency records for accuracy and timely completion.
• Monitor important team and business metrics and communicate findings to leadership.
• Help ensure processes are completed consistently and in accordance with agency standards.

Customer Appointment and Case Management

• Coordinate preparation and follow-up for appointments.
• Prepare customer files, notes, forms, quotes, and supporting documentation when needed.
• Confirm appointments, assist with rescheduling, and track outstanding customer follow-up.
• Delegate customer-facing tasks to the appropriate team member and ensure deadlines are met.
• Keep the agency owner organized and informed.

Financial and Marketing Administration

• Organize receipts, bills, business expenses, and accounting documentation.
• Assist with bill payments, account tracking, and categorization of business expenses.
• Provide administrative oversight for marketing and social media.
• Support agency communications, production updates, and recurring reports.

Key Qualifications:

• Previous experience in office management, administration, or a similarly detail-oriented role.
• Exceptional organizational skills with the ability to manage multiple priorities.
• Demonstrated ability to take initiative, solve problems, and anticipate what needs to happen next.
• High level of accuracy and consistent follow-through.
• Comfortable providing accountability and coordinating work across a team.
• Proficiency with email, calendars, spreadsheets, reporting tools, and general office technology.
• Ability to learn regulated workflows, agency systems, and industry-specific processes.