Office & Client Relations Manager (Entry Level)

Job Description

Job Description

Martin & Associates Insurance Services is seeking a proactive, highly organized, and service-oriented Office & Client Relations Manager to join our growing team in Irvine, California.

This role is the heartbeat of our office - ensuring our day-to-day operations run smoothly while delivering an exceptional experience to every client who interacts with our agency. You'll be the friendly first point of contact for clients, coordinate office operations, support our insurance advisors, and help create an organized, welcoming, and professional environment where both clients and team members thrive.

The ideal candidate is personable, detail-oriented, and takes pride in keeping things organized. You enjoy helping people, communicating clearly, solving problems, and staying one step ahead. Whether you're greeting a client, coordinating appointments, managing administrative projects, or supporting the team behind the scenes, you'll play a vital role in helping us fulfill our mission of serving individuals and families with excellence.

If you're looking for a career where your organizational skills, professionalism, and commitment to exceptional customer service truly make a difference, we'd love to meet you.

Annual Base Salary + Bonus Opportunities

Paid Time Off (PTO)

Mon-Fri Schedule

Career Growth Opportunities

Paid Holidays

Free Gym Access

Team Building Activities

Front Office & Client Experience

• Serve as the first point of contact for clients by answering and directing incoming phone calls, greeting visitors, and responding to general inquiries.
• Schedule appointments and coordinate phone, in-person and virtual meetings for advisors.
• Deliver exceptional customer service through phone, email, text message, and in-person interactions.
• Assist clients with routine service requests and administrative updates while ensuring a smooth and positive client experience.
• Coordinate with insurance carriers, vendors, and other third parties to help facilitate client service needs.

Office Operations

• Maintain a clean, organized, and professional office environment.
• Ensure office, kitchen, and client-facing supplies are well stocked and readily available.
• Coordinate office meals, refreshments, and other day-to-day office needs as appropriate.
• Process incoming and outgoing mail, packages, deliveries, and other agency correspondence.

Client Administration

• Maintain accurate client records and databases while ensuring confidentiality and compliance with applicable privacy standards.
• Organize, scan, file, and maintain electronic and physical client documentation.
• Assist with administrative processes related to client accounts, insurance policies, and service requests.
• Support advisors with client follow-up and ongoing administrative needs.

Marketing & Event Support

• Assist with client communications and outreach through the agency's communication platforms.
• Coordinate webinar registrations, confirmations, reminders, and other event logistics.
• Prepare materials and provide logistical support for educational seminars, client events, and workshops.

Administrative Support

• Provide administrative assistance to advisors and management as needed.
• Support operational projects, workflow improvements, and other agency initiatives.
• Perform additional administrative and operational duties as reasonably assigned to support the continued success of the agency.

• High school diploma or equivalent required; additional education or certifications are a plus.
• Previous administrative, office, customer service, or client-facing experience preferred.
• Strong organizational, multitasking, and time management skills with exceptional attention to detail.
• Excellent communication, relationship-building, and customer service skills.
• Positive attitude , strong work ethic, and a genuine desire to help clients and support the team.
• Self-motivated , dependable, coachable, and eager to learn and grow.
• Ability to work independently while collaborating effectively in a fast-paced, team-oriented environment.
• Proficiency with Microsoft 365, CRM systems, and other business software applications.
• Ability to maintain confidentiality and handle sensitive information with professionalism and discretion.
• Bilingual Spanish is preferred, but not required.
• Must be available to work on-site Monday through Friday in our Irvine office.