Office Manager

Job Description

Job Description

The National Association of Mutual Insurance Companies (NAMIC)has a new opportunity for an Office Manager in our IT & Offices Services department. This role is responsible for supporting the safe, efficient, and effective operation of the NAMIC, NAMICO, and NIA workplace environment through facility maintenance, workplace services, inventory management, equipment support, and operational coordination. This hands-on role is responsible for maintaining designated tenant spaces, supporting employee and visitor needs, and ensuring building resources, equipment, and supplies are available and functioning properly. To also support shared building operations, safety activities, regulatory compliance requirements, vendor coordination, and business continuity efforts, while serving as a key resource for workplace operations and facility-related support services.

Essential functions of the position include:

·       Performs basic building maintenance/carpentry activities such as changing light bulbs, spot cleaning, clearing grounds of trash, installing shelves, hanging pictures etc. for areas designated to NAMIC, NAMICO, and NIA.

·       Manages in-house conference space including proper set-up of tables and chairs according to desires of internal customers for NAMIC designated conference rooms.

·       Manages the office machinery functions (copiers, printers, and shredders), including research, recommendations, and basic maintenance.

·       Responsible for inventory of the office supply closet, printer/copier supply closet and medical supply chest. Orders supply these items through chosen vendors, work with departments to ensure availability of paper supply, and inventory of toner for all printers and copiers.

·       Maintains inventory of break room and workplace supplies. Assists with purchasing, receiving, transporting, stocking, and organizing supplies and refreshments for employees and visitors.

·       Assists with the overall efficient operation of postal and supply functions. Shares in responsibility for general upkeep and organization of the mailroom and supply area.

·       Maintains the company cars by keeping them clean and ensuring they are serviced.

·       Reconcile credit card statements, report expenses to Finance, and ensure purchases are charged to the correct department.

·       Assists departments with packaging and shipment of supplies for off-site events.

·       Travel to select off-site events as needed to assist staff.

·       Maintains and organizes remote storage areas and public areas of the building. Assists departments with inventory of offsite storage.

·       Coordinates furniture research, delivery, and installation, including arranging for ergonomic assessment and equipment.

·       Maintains all door hardware and accurately manages keys including documentation of what key goes to what lock. Replaces/duplicates keys and locks as requested.

·       Partner with the Program Manager, Facilities to administer building access credentials, security and compliance, support inspections, certifications, permits, regulatory compliance activities, vendor services, facility projects, and maintenance activities affecting shared building operations.

·       Supports emergency response activities, safety procedures, and evacuation drills to promote occupant safety and business continuity.

·       Provide operational coverage during periods when the Program Manager, Facilities is unavailable.

·       Builds and maintains positive work relationships with management, staff members, and external contacts.

·       Arrives at work on time and maintains a positive attendance record.

·       Performs any other duties and projects assigned.

  Qualifications include:

·       High school diploma or GED required.

·       Minimum 2 years of previous experience in general building maintenance required.

·       Experience with commercial building maintenance is preferred but not required.

·       Must have a working knowledge of power tools.

·       Working knowledge of basic office machines and equipment required.

·       Purchasing and inventory experience preferred.

·       Valid driver’s license and acceptable driving record.

·       Ability to walk, push, pull, carry, climb, crawl, stoop, and perform a variety of physical tasks daily (see more under “physical demands”).

·       Strong customer service orientation and pleasant manners; must have a sense of urgency to get things accomplished.

·       Ability to remain organized, including keeping to a daily checklist and following up to ensure responsibilities are completed.

·       Ability to successfully pass a criminal background check and must possess an acceptable MVR.

Physical Demands include:

·       This is a physical job. Must have the ability to move actively throughout the day, both indoors and outdoors in all temperatures, and to occasionally sit.

·       This position requires the ability to climb a ladder to change light bulbs, lift up to 75 lbs., push or pull at least 100 lbs., reach overhead to bring an item off a top shelf, stoop to ground level to pick up an item, to crawl on the floor under desks, and to push snow off the sidewalks, among other physical activities.

·       Strong sensory skills, such as good eyesight, good hearing, and dexterity.

·       Ability to perform focused work with close attention to detail.

NAMIC is proud to have been selected as one of the Best Places to Work!We offer an excellent compensation and benefits package with this full-time position. Benefits include access to group medical, dental and vision; a matched 401(k) plan; one paid day each year to volunteer with the charity of your choice; generous paid vacation; and more! We have a friendly yet professional work atmosphere where everyone enjoys working hard for the good of our members. 

NAMIC is committed to creating a diverse and inclusive environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, gender identity, sexual orientation, age, marital status, veteran status, disability status, or any other legally protected status.