Operations Manager - State Farm Agent Team Member

Job Description

Job Description

Benefits:

• Opportunity for advancement
• Paid time off
• Training & development
• Bonus based on performance
• Competitive salary
• Health insurance
• Flexible schedule

Position Overview:
We are seeking a highly organized, proactive Operations Manager to provide executive-level administrative support to the agency owner while overseeing key office operations and workflows.

This position functions similarly to an executive assistant but carries broader responsibility for keeping the office, team, schedules, projects, and client-related processes organized and moving forward. The ideal candidate is an exceptional multitasker who anticipates needs, follows through consistently, handles confidential information with discretion, and enjoys creating order behind the scenes.

Key Responsibilities:
Executive and Administrative Support

• Manage the agency owner’s calendar, inbox, appointments, meetings, tasks, and competing priorities.
• Coordinate customer appointments, team meetings, one-on-ones and other scheduled events.
• Prepare meeting materials, take notes, summarize discussions, and track action items.
• Organize mail, faxes, reports, documents, receipts, and other administrative records.
• Maintain strict confidentiality when handling employee, customer, payroll, and business information.

Office Operations

• Oversee the organization, appearance, and day-to-day functionality of the office.
• Monitor inventory and order office, beverage, and supplies as needed.
• Coordinate service requests, vendors, errands, and general office maintenance.
• Oversee and delegate responsibilities while ensuring work is completed accurately and thoroughly.
• Help create a welcoming, professional environment for customers and team members.

Team Support and Culture

• Coordinate birthdays, work anniversaries, team outings, meals, celebrations, and earned rewards.
• Assist with team trainings, sales promotions, meetings, and engagement initiatives.
• Support a positive, accountable, and productive office culture.
• Help keep team goals, performance expectations, and important deadlines visible and organized.

Payroll, PTO, and Employee Administration

• Assist with commission calculations, payroll preparation, reimbursements, and receipt tracking.
• Gather and review hourly employee time records before each payroll deadline.
• Complete new-hire checklists, reimbursement follow-ups, business card orders, and other employment-related tasks.

Reporting, Compliance, and Quality Control

• Complete daily and monthly audits and identify trends, errors, or unusual activity.
• Review reports, applications, open tasks, and other agency records for accuracy and timely completion.
• Monitor important team and business metrics and communicate findings to leadership.
• Help ensure processes are completed consistently and in accordance with agency standards.

Customer Appointment and Case Management

• Coordinate preparation and follow-up for appointments.
• Prepare customer files, notes, forms, quotes, and supporting documentation when needed.
• Confirm appointments, assist with rescheduling, and track outstanding customer follow-up.
• Delegate customer-facing tasks to the appropriate team member and ensure deadlines are met.
• Keep the agency owner organized and informed.

Financial and Marketing Administration

• Organize receipts, bills, business expenses, and accounting documentation.
• Assist with bill payments, account tracking, and categorization of business expenses.
• Provide administrative oversight for marketing and social media.
• Support agency communications, production updates, and recurring reports.

Key Qualifications:

• Previous experience in office management, administration, or a similarly detail-oriented role.
• Exceptional organizational skills with the ability to manage multiple priorities.
• Demonstrated ability to take initiative, solve problems, and anticipate what needs to happen next.
• High level of accuracy and consistent follow-through.
• Comfortable providing accountability and coordinating work across a team.
• Proficiency with email, calendars, spreadsheets, reporting tools, and general office technology.
• Ability to learn regulated workflows, agency systems, and industry-specific processes.