Office Administrator & Operations

The Office Administrator & Operations Support role serves as a key resource for AAI's day-to-day office operations and administrative needs.

Why Join AAI?

• Ground-floor opportunity to help shape a modern, technology-forward insurance brokerage.
• Access to relationships with approximately 80 insurance carriers, expanding the range of placement options available to clients and Producers.
• Incredibly robust employee benefits and 401K offering

Position Overview

This position helps maintain an organized, professional, and efficient workplace while supporting employees, Operations, and company leadership

Key Responsibilities

Office Administrator:

• Serve as the primary point of contact for incoming phone calls, general inquiries, and office visitors.
• Monitor and respond to or appropriately route general office voicemails and correspondence.
• Coordinate incoming and outgoing mail, packages, courier services, and shipping needs.
• Maintain office supplies, monitor inventory levels, and place orders as necessary.
• Coordinate office vendors and routine services, including shredding, deliveries, maintenance, and other facility-related needs.
• Help maintain an organized, professional, and welcoming office environment.
• Coordinate office gatherings, employee events, meetings, lunches, and other company functions.
• Assist with conference room preparation and meeting logistics.
• Maintain office records, administrative files, contact lists, and other general documentation.
• Coordinate with building management and outside vendors regarding routine office or facility needs.
• Track office-related invoices, receipts, subscriptions, and vendor documentation and route them to the appropriate department for processing.
• Assist employees with general administrative and office-related questions.
• Identify day-to-day office issues and take initiative to coordinate appropriate solutions.

Operations Support:

• Provide administrative support to the Operations team and company leadership as needed.
• Lead organization of Admin email inbox
• Identification and appropriate assignment of missing policy list
• Support Licensing & Appointment Specialist with Producer/User carrier appointments when necessary
• Assist with preparing, organizing, updating, and maintaining internal documents, forms, spreadsheets, and reports.
• Support data entry and record-maintenance activities, ensuring information is complete and accurate.
• Assist in coordinating special projects and company-wide initiatives.
• Provide back-up administrative support to other departments during periods of increased workload or employee absence.
• Help identify opportunities to improve administrative processes, organization, and office efficiency.
• Perform other administrative and operational duties as assigned based on business needs.