Office Administrator

3 days ago

Portland, Maine, United States KMA Human Resources Consulting Full time
Job Title: Office Manager

We are seeking a highly organized and detail-oriented Office Manager to join our team at Acadia Benefits in Portland, Maine. As the primary point of contact for all general office needs, you will play a critical role in ensuring the smooth operation of our office.

Key Responsibilities:
  • Manage all general office functions, including mail, supply inventory, and interoffice communications.
  • Point person for all general inquiry calls, fax/email messages, and deliveries.
  • Organize and 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.
  • 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.
  • 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.
  • Prepare materials for events, meetings, and trade shows/conferences.
  • Manage all broker appointment applications and records.
  • Coordinate onboarding and training for all new hires.
Requirements:
  • 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.
  • Excellent initiative and follow-up skills, and ability to prioritize and carry out a variety of responsibilities with requests from various people.
Benefits:
  • 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.

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.

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