Office Administrator

Office Administrator

Position Summary: The Office Administrator ensures smooth day-to-day operations by managing office logistics, coordinating front desk coverage, maintaining common areas, and overseeing supplies and scheduling. This role requires strong organizational skills, adaptability, and a collaborative mindset to support various departments and respond proactively to changing needs.

Supervisory Responsibilities: None

Essential Tasks:

• Responsible for front desk - answer phones & welcome visitors; including finding coverage when they will be out of the office
• Provides assistance in performing various labor-intensive tasks (lifting no more than >30lbs.)
• Contributes to team effort by accomplishing related projects & results as needed (collaboration)
• Assists in reporting day-to-day maintenance issues as needed
• Oversees calendar management for office conference rooms
• Maintains cleanliness of breakrooms, orders kitchen supplies and ensures they are furnished.
• Ensuring office efficiency by maintaining common areas, organizing procedures, handling correspondence, managing file systems, and overseeing supplies and equipment
• Making office supplies arrangements
• Creating and maintaining a pleasant work environment, ensuring high levels of organizational effectiveness, communication, and coordination among departments
• Assisting the Service department as needed
• Assisting with various projects and initiatives as needed
• Anticipating and resolving issues before they escalate, demonstrating resourcefulness and the ability to think quickly on your feet
• Being flexible and adaptable to changing priorities and deadlines, as well as the ability to multitask and manage competing demands effectively
• Learn and utilize internal tools such as CRMs, spreadsheets, and project management platforms (e.g., Microsoft Suite, Applied EPIC, etc.).

Core Competencies:

• Ability to Analyze and Solve Problems: Skill in recognizing challenges, exploring options, and implementing effective solutions in a timely manner
• Attention to Detail: A strong focus on completing tasks and projects accurately and thoroughly
• Communication Skills: Capable of expressing ideas clearly in both verbal and written forms and engaging with various audiences
• Timely Task Completion: Ability to finish tasks and projects efficiently, managing resources and priorities effectively
• Team Collaboration: Willingness to work together with others, promoting teamwork and supporting shared goals
• Client Focus: Dedication to understanding and addressing the needs of clients and stakeholders to ensure their satisfaction
• Dependability: Acknowledgment of the importance of being present and punctual.
• Creative Thinking: Openness to suggesting new ideas and methods to improve processes and outcome
• Organizational Skills: Capability to prioritize tasks and manage multiple projects simultaneously
• Adaptability: Willingness to adjust to changing situations and priorities, showing resilience in a dynamic work environment

Experience and Education:

• 2+ years of administrative or clerical work experience

Licensing and Credentials:

• None

Systems:

• Proficient with Microsoft Excel, Word, PowerPoint, and Outlook

Physical Requirements:

• Ability to lift 25 pounds
• Repeated use of sight to read documents and computer screens
• Repeated use of hearing and speech to communicate on telephone and in person
• Repetitive hand movements, such as keyboarding, writing, 10-key
• Walking, bending, sitting, reaching and stretching in all directions

Benefits & Compensation:

• Higginbotham offers medical, dental, vision, prescription drug coverage, 401K, equity incentive plan as well as multiple supplemental benefits for physical, emotional, and financial wellbeing.
• Company paid holidays, plus PTO
• Employee wellness program

Notice to Recruiters and Staffing Agencies: To protect the interests of all parties, Higginbotham Insurance Agency, Inc., and our partners, will not accept unsolicited potential placements from any source other than directly from the candidate or a vendor partner under MSA with Higginbotham. Please do not contact or send unsolicited potential placements to our team members.

Applications will be accepted until the position is filled.

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.