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Office Manager

2 months ago

portland, United States KMA Human Resources Consulting Full time

Office Manager (Part time) / Acadia Benefits / Portland, Maine


We are working with our client, Acadia Benefits, a locally owned Maine employee benefits brokerage and consulting firm, currently seeking a part time Office Manager based in their downtown Portland, Maine office.


The Office Manager supports the Acadia Benefits team and serves as a point person for all general office needs and other support functions.


This part-time position is fully onsite at the Portland office, working Monday-Friday, about 20 hours per week.



Requirements of the Office Manager:

  • Minimum 2 years of experience in office administration, marketing, and/or sales support roles.
  • Expertise in MS Office required, including intermediate level Excel and Power Point.
  • Familiarity with CRM programs and experience with Teams, Mailings and Mail merges, Forms and OneDrive, Canva, Zoom, Survey Monkey preferred.
  • Experience managing office procedures, vendors, facilities and office equipment.
  • Strong communication, organizational and interpersonal skills and ability to be intuitive to fulfill tasks and needs of the office.
  • Excellent initiative and follow-up skills, and ability to prioritize and carry out a variety of responsibilities with requests from various people.


Benefits of the Job:

  • Attractive Old Port location with water views and company paid parking
  • Eligible to participate in 401k based on hours worked requirement
  • Pro-rated paid time off and paid holidays
  • Other appreciation perks including annual donation to employees’ charity of choice.
  • $22.00 - $24.00 / hour commensurate with experience.


Responsibilities of the Office Manager:

  • Manage all general office functions, including mail, supply inventory, interoffice communications, current and archived files and weekly bank deposits.
  • Point person for all general inquiry calls, fax/email messages, and deliveries
  • Organize and help execute mailings for events and marketing
  • Print and assemble materials for customer meetings
  • Update and distribute agendas for weekly team meetings
  • Primary contact for all vendors/contractors/service reps (e.g., property management, cleaning staff, parking, shipping, equipment servicing, etc.)
  • Act as office liaison with IT consulting company
  • Monitor and maintain equipment inventory lists, preventative maintenance, and subscription renewals
  • Coordinate equipment orders and installations
  • Work closely with IT team to develop and implement Information Security policies that support company compliance efforts
  • Organize and track company required ongoing training
  • Update and maintain, customer, prospect, and carrier contact information
  • Run and distribute various weekly, monthly, and ad hoc reporting and mailings
  • Event planning and project coordination (internal and external)
  • Prepare materials for events, meetings and trade shows/conferences
  • Manage all broker appointment applications and records
  • Coordinate onboarding and training for all new hires



Acadia Benefits was named #1 in the Small Business category in the 2023 Best Places to Work in Maine rankings and nominated again for 2024


KMA Human Resources Consulting has been engaged to manage this search. NO PHONE CALLS OR RECRUITERS PLEASE.


Acadia Benefits is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ancestry, familial status, age, physical or mental disability, pregnancy, sexual orientation, gender identity, genetic information, veteran status, or any other characteristic protected by law.