An Office Manager directs administrative staff and manages workflow in a business office. Supervises clerical work, tracks office supplies, oversees maintenance for office equipment and manages budget for office expenses. May hire and train staff.
The Office Administrator ensures smooth day-to-day operations by managing office logistics, coordinating front desk coverage, maintaining common areas, and overseeing supplies and scheduling. This role requires strong organizational skills, adaptability, and a collaborative mindset to support various departments and respond proactively to changing needs.
Supervisory Responsibilities:
None Essential Tasks:
Responsible for front desk - answer phones & welcome visitors; including finding coverage when they will be out of the office Provides assistance in performing various labor-intensive tasks (lifting no more than >30lbs.) Contributes to team effort by accomplishing related projects & results as needed (collaboration) Assists in reporting day-to-day maintenance issues as needed Oversees calendar management for office conference rooms Maintains cleanliness of breakrooms, orders kitchen supplies and ensures they are furnished. Ensuring office efficiency by maintaining common areas, organizing procedures, handling correspondence, managing file systems, and overseeing supplies and equipment Making office supplies arrangements Creating and maintaining a pleasant work environment, ensuring high levels of organizational effectiveness, communication, and coordination among departments Assisting the Service department as needed Assisting with various projects and initiatives as needed Anticipating and resolving issues before they escalate, demonstrating resourcefulness and the ability to think quickly on your feet Being flexible and adaptable to changing priorities and deadlines, as well as the ability to multitask and manage competing demands effectively Learn and utilize internal tools such as CRMs, spreadsheets, and project management platforms (e.g., Microsoft Suite, Applied EPIC, etc.).
Core Competencies:
Ability to
Analyze and Solve Problems:
Skill in recognizing challenges, exploring options, and implementing effective solutions in a timely manner Attention to
Detail:
A strong focus on completing tasks and projects accurately and thoroughly
Communication Skills:
Capable of expressing ideas clearly in both verbal and written forms and engaging with various audiences
Timely Task Completion:
Ability to finish tasks and projects efficiently, managing resources and priorities effectively
Team Collaboration:
Willingness to work together with others, promoting teamwork and supporting shared goals
Client Focus:
Dedication to understanding and addressing the needs of clients and stakeholders to ensure their satisfaction
Dependability:
Acknowledgment of the importance of being present and punctual.
Creative Thinking:
Openness to suggesting new ideas and methods to improve processes and outcome
Organizational Skills:
Capability to prioritize tasks and manage multiple projects simultaneously
Adaptability:
Willingness to adjust to changing situations and priorities, showing resilience in a dynamic work environment
Experience and Education:
2+ years of administrative or clerical work experience
Licensing and Credentials:
None Systems:
Proficient with
Microsoft Excel, Word, PowerPoint, and Outlook Physical Requirements:
Ability to lift 25 pounds Repeated use of sight to read documents and computer screens Repeated use of hearing and speech to communicate on telephone and in person Repetitive hand movements, such as keyboarding, writing, 10-key Walking, bending, sitting, reaching and stretching in all directions
Benefits & Compensation:
Higginbotham offers medical, dental, vision, prescription drug coverage, 401K, equity incentive plan as well as multiple supplemental benefits for physical, emotional, and financial wellbeing. Company paid holidays, plus PTO Employee wellness program Notice to
Recruiters and Staffing Agencies:
To protect the interests of all parties, Higginbotham Insurance Agency, Inc., and our partners, will not accept unsolicited potential placements from any source other than directly from the candidate or a vendor partner under MSA with Higginbotham. Please do not contact or send unsolicited potential placements to our team members. •Applications will be accepted until the position is filled.
