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Office Manager

4 months ago

Helena, United States State Farm Agent Full time

About the Position

As the office manager at Joe Mitchell State Farm, you will play a crucial role in ensuring the smooth and efficient operation of both offices. You will be the behind-the-scenes person who elevates our internal systems and processes to a level that benefits our team and customers. Building and nurturing customer relationships will be a key part of your role, ensuring that every interaction leaves them satisfied and impressed. In addition to delighting our customers, you'll also play a vital role in supporting the office, our agent, and our amazing team with various administrative tasks. If you're eager to thrive in a dynamic, fast-paced, professional environment, you will shine in this role.

What You Will Do

  • Execute and develop internal systems and processes
  • Work closely with Solutions Team Members to deliver a cohesive customer experience
  • Greet and direct customers to appropriate team members
  • Manage agent's calendar and schedule, including scheduling meetings and appointments on behalf of agent
  • Maintain a professional and welcoming office environment
  • Answer incoming phone calls promptly and professionally
  • Direct calls to the appropriate individuals or departments
  • Manage office supply inventory and restocking
  • Scan and upload documents to the appropriate databases or systems
  • Handle incoming and outgoing mail
  • Check and respond to voicemail messages
  • Schedule appointments for team members as requested
  • Send meeting invitations and appointment reminders
  • Prepare and handle bank deposits
  • Organize and maintain physical and digital filing systems
  • Coordinate distribution of birthday, sympathy, and get well cards
  • Attend and participate in bi-weekly all-hands meetings and other meetings as necessary

What You Will Bring to the Table

  • Attention to detail: Ensure accuracy and thoroughness in all tasks, including document preparation, calendar management, and environmental controls
  • Extensive customer service experience: A willingness to go above and beyond to meet the needs and expectations of others
  • Strong organizational skills: Ability to effectively manage multiple tasks, prioritize workload, and meet deadlines
  • Excellent communication skills: Clear and concise verbal and written communication to interact with team members at all levels of the organization
  • Proactive and self-motivated: Ability to anticipate needs, take initiative, and work independently without constant supervision
  • Professionalism and discretion: Maintain confidentiality of sensitive information and exhibit professionalism in all interactions
  • Tech-savviness: Proficiency in using office software, such as Word processing and spreadsheets
  • Time management: Efficiently manage time and resources to maximize productivity and meet goals
  • Adaptability: Flexibility to adapt to changing priorities and work effectively in a fast-paced environment
  • Strong interpersonal skills: Ability to build positive relationships and work collaboratively with team members and customers
  • Ability to pass a background test (State Farm requirement)

What Will Make Us Drool

  • Resourcefulness: Ability to find creative solutions and pivot to overcome challenges with critical thinking
  • Previous experience as an office manager
  • Basic knowledge of marketing tactics

Company Overview

Joe Mitchell State Farm is not just any insurance agency-we're an award-winning, locally-owned, customer service gem located right here in Helena and East Helena. Our dedication to excellence earned us accolades such as the Chamber of Commerce Business of the Year award in 2023, and we're proud to have been twice voted Helena's Best Insurance Agent. We hold honesty, integrity, and a passion for knowledge in high regard. We genuinely care about our customers and strive to assist them with the utmost care and compassion. Our team thrives on collaboration, so ensuring that we have the right people in the right roles matters. We deeply value our community and actively participate in its growth and betterment.

Benefits

  • Paid Time Off (PTO): 15 paid vacation days (opportunity to accrue), 10 paid holidays, and paid birthday off
  • 8 paid hours every month for volunteering in the community
  • Health insurance with employer contribution
  • Employer-paid life insurance
  • Monthly wellness stipend to gym of your choice