Office Administrator

Job Description:

We are looking to add an Office Administrator to join our Office Services team in West Des Moines, Iowa. Offering a forward-thinking, innovative, and vibrant company culture, along with the opportunity to share your unique potential, there really is no place like Holmes!

Basic Function:

This role is responsible for ensuring efficient office operation and for providing superior customer service to our internal and external clients. The Office Administrator I is responsible for all office and employee desk needs and will serve as the point of contact for vendors and building management.

Essential Responsibilities:

Greet visitors, answer incoming phone calls, and deliver best-in-class service to clients and employees. Partner with office leaders to coordinate department and office meetings, and company events. Code invoices and prepare check requests for Accounts Payable in a timely manner. Maintain office credit card (BMO) including tracking and coding of receipts. Play a key role in running events, both external for clients and visitors and internal for the team as well as running internal campaigns. Purchase office supplies, kitchen supplies, stock refrigerators, snack cabinet. Clean and maintain office equipment. Serve as the first point of contact for property manager for items related to the building, i.e., HVAC issues, roof leaking, etc.

Additional Responsibilities:

Assist with the onboarding of new talent to office environment (i.e., computer and desk set up, office tour, brief orientation). Distribute and maintenance of corporate marketing SWAG for employees and customers. Organize office activities and participate in Celebrate, Give, and Care committees. Update and maintain list of employee birthdays, work anniversaries, etc. Care for payment of office-wide membership dues. Responsible for all incoming and outgoing mail and packages. Conference room coordination, including scheduling, cleaning, maintenance, and stocking. Coordinate with Facilities Team and vendors to keep office space clean, safe, and in good working order. Serve as first point of contact for emergency and drill scenarios. Manage the service and supplies for copiers. Executive administrative support, as needed. Performs special projects and other duties as requested.

Knowledge, Skills and Abilities:

Working knowledge of computer programs such as, Word, Excel, Access and PowerPoint. Ability to effectively use the internet/intranet, with some guidance if needed. Knowledge of administrative and clerical procedures as well as organizational methods and the ability to manage multiple tasks/duties simultaneously. Ability to work effectively both independently as well as in a team environment to attain personal, team and company goals, with some guidance as needed. Ability to be available for work on a daily basis and extended hours as necessary. Ability to work on call as needed. Ability and willingness to consistently participate in internal and external educational opportunities to enhance knowledge of current insurance topics or relevant system improvements. Ability and willingness to pursue relevant designations and/or continuing education, as appropriate. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Ability to exert up to 25 pounds of force occasionally, and/or negligible amount of force frequently or constantly to lift, carry, push, pull objects. Must be knowledgeable of and comply with HMA's Client Privacy Policy, HIPAA regulations, and E&O procedures and policies.

Qualifications:

Education:

High School Diploma required.

Experience:

0-2 years general office experience, insurance industry preferred, but not required.

Competencies:

In addition to the responsibilities, knowledge, skills, and abilities outlined in this job description, the Company also assesses and develops employees based on core and technical competencies through a performance management process. Competencies applicable to this role include:

Core Competencies Trust:

Build trust through honest and caring actions and consistently do the right thing.

Communication:

Seek understanding to convey messages and information to others in a caring and constructive manner.

Client Focus:

Establish meaningful relationships with clients (internal and external) by supporting their unique potential and delivering an impactful experience.

Teamwork:

Contributes to the success of the organization by effectively influencing others and uplifting their experiences and unique strengths.

Technical Competencies Planning & Org Skills:

Establishes detailed course of action utilizing appropriate resources for individual and/or group initiatives/projects and oversees work to ensure it is completed efficiently, within budget, and delivers a quality end result/outcome.

Initiative & Resourcefulness:

Ability to identify and solve a problem independently and maintain control of situations by leveraging available information and tools.

Adaptability:

Ability to be flexible and effectively respond to changing or shifting factors, conditions, trends, or environments while considering and balancing enterprise or client strategies, needs, and/or objectives. Here's a little bit about us: In addition to being great at what you do, we place a high emphasis on building a best-in-class culture. We do this through empowering employees to build trust through honest and caring actions, ensuring clear and constructive communication, establishing meaningful client relationships that support their unique potential, and contributing to the organization's success by effectively influencing and uplifting team members.

Benefits:

In addition to core benefits like health, dental and vision, also enjoy benefits such as: Paid Parental Leave and supportive New Parent Benefits — We know being a working parent is hard, and we want to support our employees in this journey! Company paid continuing Education & Tuition Reimbursement — We support those who want to develop and grow. 401k Profit Sharing — Each year, Holmes Murphy makes a lump sum contribution to every full-time employee's 401k. This means, even if you're not in a position to set money aside for the future at any point in time, Holmes Murphy will do it on your behalf! We are forward-thinking and want to be sure your future is cared for. Generous time off practices in addition to paid holidays — Yes, we actually encourage employees to use their time off, and they do. After all, you can't be at your best for our clients if you're not at your best for yourself first. Supportive of community efforts with paid Volunteer time off and employee matching gifts to charities that are important to you — Through our Holmes Murphy Foundation, we offer several vehicles where you can make an impact and care for those around you. Inclusion & Belonging Programs — Holmes Murphy is committed to celebrating every employee's unique potential. Through inclusion and belonging initiatives, titled Uniquely United, not only do we offer employees a paid Diversity Day time-off option, but we also have a Uniquely United Committee, Employee Resource Groups, and development programs to advance our culture of belonging. We encourage employees to engage in ways that are meaningful to them to enhance their overall experience! Consistent merit increase and promotion opportunities — Employees are reviewed annually for merit increases and promotion opportunities because we believe growth is important — not only with your financial wellbeing, but also your career wellbeing. Discretionary bonus opportunity — Yes, there is an annual opportunity to make more money. Who doesn't love that?! Holmes Murphy & Associates is an Equal Opportunity Employer. There's No Place Like Holmes! You'll love what you do and who you do it with when you join Holmes Murphy! Not only can you create connections, experience the energy, and seize the opportunities we have, but you can also: Grow Your Career

• An abundance of opportunity awaits! Our independence gives our growing and dynamic organization the freedom to create an environment where talent mobility thrives — whether that means career progression, expanding your skill set, or transferring to another Holmes Murphy office. Learn... On Us
• We believe in building the best experts in the industry, supported through a variety of benefits like continuing education and tuition reimbursement. Share in Our Success
• Our privately held structure allows us to share our collective success in ways that matter. One of the many ways is through our 401(k
• profit share, which is distributed to all employees regardless of their own contributions! Take Time to Recharge
• We offer generous time off, including a Health Matters Day, Celebrate Day (for your birthday!

), Diversity Day, Volunteer Time Off, and paid parental leave. And yes, we encourage you to take time away!