Description

The Office Manager Position is multifaceted. This role is pivotal in ensuring efficient office management, fostering positive company culture, and facilitating effective communication. This position demands adept oversight of diverse functions, including evaluating performance and procedures, supervising personnel, and distributing essential communications across multiple locations. The ideal candidate thrives in an independent capacity, excelling at maintaining efficiency and collaboration within a dynamic office environment.

General Responsibilities:

Management and Coordination:

• Serve as the primary point of contact for staff concerns and issues

• Monitor remote and on-site staff schedules including day to day and PTO

• Review, approve, and monitor employee timesheets.

• Coordinate staff meetings to promote collaboration.

• Establish and communicate clear procedures and expectations.

• Address and resolve staff-reported issues, liaising with the relevant parties

• Schedule, write, and administer annual employee reviews.

Training and Support:

• Provide direct assistance and training on various tasks, including software usage (Excel, PowerPoint, etc.).

• Assist staff with agency management training, procedures and issues

• Offer comprehensive support to staff in their day-to-day operations

• Assist with candidate recruitment process and new hires

• Onboard and integrate new hires into the office, providing necessary training

• Lead disciplinary action meetings and improvement plans as necessary

Communication and Coordination:

• Facilitate internal office announcements and communication channels

• Mail processing and proper distribution to all locations

• Arrange effective resources to support employees during leave and vacations to ensure seamless operations and manageable workloads

• Provide information on available resources and procedures to enhance efficiency.

• Serve as a conduit between the corporate office and individual branches, facilitating seamless communication of updates and changes to the local staff

• Collaborate with various departments to streamline workflows and enhance productivity

• Participate and coordinate regional meetings to contribute to company-wide growth and strategy

System Maintenance, Reports, and Analysis:

• Oversee overall accuracy of agency management data entries

• Utilize agency management system (Applied Epic) to generate activity reports for financial analysis and productivity assessment.

• Maintain and file monthly reports for record-keeping and analysis.

Financial Reconciliation and Management

• Manage financial records and payments, properly maintain files.

• Review and approve expense reports for accuracy.

• Review and approve vendor and payment-related inquiries for accounting.

• Monitor, review, and approve outside broker commissions in alignment with agency procedures.

• Manage office expenses, reconcile statements and invoices, and maintain proper records to be communicated to the accounting department.

• Assist in addressing and resolving accounting errors and inquiries.

Personal and Organizational Development

• Must complete all required continuing education hours for the State in which licenses are held, in areas related to your job function (or future position desired). Courses helpful to professional development are always encouraged.

• Sets priorities and manages workflow to ensure efficient, timely and accurate processing of transactions and other responsibilities.

• Maintains a cordial and effective relationship with clients, co-workers, carriers, vendors, and other business contacts.

• Keeps informed regarding industry information, new product information, legislation, coverages, and technology to continuously improve knowledge and performance.

• Interacts with others effectively by utilizing good communications skills, cooperating purposefully, and providing information

Requirements

Required Skills/Abilities

• Proven experience in management and administration

• Strong organizational, communication, and problem-solving skills

• Proficient in Microsoft Office Suite

• Familiarity with agency management systems, Applied Epic (preferred)

• Ability to work independently, handle multiple tasks, and adapt to a dynamic environment.

• Bachelor's degree in Business Administration or related field (preferred).