Administrative Manager

Job Overview

The Administrative Manager is a critical support leader responsible for ensuring smooth daily operations, maintaining organizational structure, and strengthening the administrative foundation of the agency. This role partners closely with the CEO and department leads to keep processes running efficiently, support staff, and maintain operational clarity across all functions.

The Administrative Manager must demonstrate exceptional organization, communication, follow-through, and people-centered service—balancing day-to-day tasks with proactive improvements that help the agency operate with consistency and confidence.

Key Responsibilities

Administrative & Operational Support

• Oversee day-to-day administrative operations, ensuring accuracy, consistency, and timely completion of tasks.
• Maintain office organization, supplies, vendor relationships, and basic facility operations.
• Support technology coordination by assisting with system access, equipment requests, and troubleshooting in partnership with IT resources.
• Maintain agency procedures, checklists, and administrative documentation to ensure clear, consistent workflows.

Team Coordination & Internal Support

• Serve as the primary point of contact for administrative needs across the team.
• Coordinate internal meetings, prepare agendas, take notes, and track follow-up action items.
• Assist with employee onboarding by preparing materials, setting up workstations, and ensuring new hires have system access and support.
• Provide general administrative assistance to team members to help remove obstacles and keep work moving.

HR & Employee Experience Support

• Support HR-related tasks including maintaining personnel files, assisting with scheduling reviews, and helping with policy updates.
• Coordinate PTO tracking, scheduling needs, and HR communication to ensure consistency across the team.
• Assist with new-hire paperwork, onboarding scheduling, and training coordination.
• Help maintain a positive, organized, and supportive employee experience in alignment with agency culture.

Process Management & Workflow Improvement

• Maintain administrative calendars, reminders, and recurring workflows to support agency efficiency.
• Monitor daily operational tasks and identify small process improvements that increase clarity and reduce bottlenecks.
• Update templates, forms, and internal documents to keep information current and easy to access.
• Support compliance by ensuring documents, records, and administrative systems remain accurate and organized.

Communication & Reporting

• Maintain internal communication flow by helping distribute updates, announcements, and reminders to the team.
• Prepare basic reports, summaries, and documentation for leadership review.
• Assist with organizing files, emails, and information to ensure smooth coordination across departments.

Education & Experience

• Previous experience in administrative support, office management, or small-business operations preferred.
• Strong organizational, communication, and follow-through skills.
• Ability to manage multiple tasks simultaneously with accuracy and attention to detail.
• Comfortable learning and navigating agency management systems (training provided).
• Insurance experience helpful but not required; willingness to learn is essential.
• An active insurance license is preferred; however, candidates without one must be able to obtain licensure. Licensing assistance will be provided.

Pay: $50, $70,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance

License/Certification:

• Insurance Producer License (Preferred)

Work Location: In person

Salary : $70,000