Office Manager

Discover a Career That Empowers You - Join HUB International

At HUB International, we believe the best workplaces do more than offer a job. They invest in their people, celebrate their communities, and build cultures where everyone belongs. We are proud to be that kind of company, and the recognition we have earned reflects it.

In 2026, Newsweek named us one of America's Greatest Workplaces for Culture, Belonging, and Community, and one of America's Most Patriotic Companies. We were recognized among the top 20 Best Finance Companies to Work For as rated by women, and our internship program earned a fourth place ranking in Vault's 2026 Best Internships for Insurance. These are not just awards. They are a reflection of the daily choices our people make to show up for each other and for the clients we serve.

We help individuals, families, and businesses protect and plan for what matters most through a broad array of insurance, retirement, and wealth management products and services. HUB is one of the world's largest insurance brokerages, with over 540 locations and more than 20,000 professionals across North America. We bring together the resources of a global firm and the agility of a regional team, giving you the tools, support, and community you need to grow throughout your career.

Whether you are supporting a local business, helping a national client navigate complex risk, or building your expertise in a specialized practice area, you will find that your voice matters here. Your work has purpose. And your potential has no ceiling.

We would love for you to explore what is possible at HUB International.

Position Summary

The Administrative Manager provides operational leadership for the Wilmington office and all HUB New England locations. This role is responsible for the day-to-day management of office services, vendor relationships, facilities coordination, and invoice approvals. The Administrative Manager directly supervises the Mailroom Coordinator and the Director of First Impressions (Front Desk), ensuring consistent service delivery, adequate staffing coverage, and a professional office environment.

Key Responsibilities

1. Team Supervision & Coverage

• Directly supervise the Mailroom Coordinator and Director of First Impressions.

• Always Ensure adequate staffing coverage; step in to assist when the team is shorthanded.

• Ensure both positions are fully equipped and supported to perform their roles efficiently.

• Assign tasks and assist direct reports with any responsibilities as needed.

2. Vendor Administration

Serve as administrator and primary point of contact for the following vendors across all HUB New England locations:

• FedEx – Create and remove user profiles; coordinate new accounts for acquisitions or relocated offices in partnership with the Procurement team.

• Iron Mountain – Manage offsite file storage for all offices, coordinate pickups, retrieval, and annual purge in accordance with records retention policies.

• Staples – Create and remove user profiles; approve orders for all locations ensuring compliance with HUB-approved purchasing guidelines; administer coffee machine and filtering equipment program.

• Ready Refresh / Poland Spring Primo Brands – Maintain account records for all locations, coordinate equipment relocation and service changes.

• Access (Wilmington) – Manage records storage service.

• Shred-It & Info Shred – Maintain account numbers and oversee shredding services across multiple office locations.

• AED (Wilmington) – Coordinate AED training and maintenance.

• Alarm & Key Fob System (Wilmington) – Create and deactivate employee key fobs; serve as primary contact for alarm monitoring; coordinate with alarm and security vendors as needed.

• Postage Machines – Determine equipment needs per location; maintain records of meter and machine serial numbers; order supplies as needed; manage vendor relationship with Quadient.

• Business Cards & Name Plates – Administer ordering of business cards for all locations through HUB’s approved vendor; manage name plate orders for the Wilmington office.

3. Invoice Approval & Financial Oversight

• Review and approve invoices for the Wilmington office, including Staples, FedEx, water services, and other vendors.

• Ensure purchases adhere to HUB-approved vendor and spending guidelines.

4. Facilities & Office Management

• Maintain and update the Wilmington office floor plan in the shared drive.

• Serve as primary liaison with the property management company; report and follow up on any building or facility concerns

• Other duties as assigned

Supervision of Direct Reports

Mailroom Coordinator

The Administrative Manager oversees the Mailroom Coordinator, whose responsibilities include:

• Receiving, sorting, and distributing incoming mail; scanning documents to the correct servers in Epic based on policy lookups.

• Processing outgoing mail through the postage machine and preparing it for carrier pickup.

• Maintaining kitchen and conference room supplies; taking inventory and ordering office supplies through Staples.

• Placing service calls for Ricoh machines and coordinating equipment maintenance.

• Setting up conference rooms for meetings; assisting with IT issues when requested.

• Replacing water cooler bottles and monitoring common area supplies.

• Checking the loading dock mail slot for incoming deliveries.

• Serving as backup for the Director of First Impressions during absences or at lunch.

Director of First Impressions (Front Desk)

The Administrative Manager oversees the Director of First Impressions, whose responsibilities include:

• Answering and routing incoming calls; locating accounts and transferring callers to the appropriate servicer using the Applied/Epic system.

• Greeting clients and vendors upon arrival; directing them to the appropriate person or client room.

• Managing the visitor sign-in process for all non-HUB personnel entering the office space.

• Receiving and signing for overnight deliveries (UPS, FedEx); notifying recipients and documenting delivery.

• Creating outgoing FedEx shipments on behalf of coworkers; assisting with mail lookups and policy envelope preparation.

Qualifications

Education & Experience

• High school diploma required

• Minimum of 3–5 years of experience in an administrative or office management role, with at least 1 year in a supervisory capacity.

Skills & Competencies

• Strong organizational and multitasking skills with the ability to manage multiple vendors and projects simultaneously.

• Proficient in Microsoft Office Suite; comfortable working with shared drives and office management platforms.

• Demonstrated ability to build and maintain positive relationships with vendors, staff, and internal stakeholders.

• Detail-oriented with strong written and verbal communication skills.

• Experience with document management, records retention, or facilities coordination preferred.

• Ability to work independently, exercise sound judgment, and adapt to changing priorities.

Working Conditions

• This is a full-time, on-site position primarily based at the Wilmington, MA office.

• Occasional physical activity required, including moving boxes and light furniture.

• Occasional coordination with other HUB New England office locations may require communication across sites.

What We Offer You

At HUB International, we are invested in your success - both inside and outside of work. Our benefits are designed to support your well-being, fuel your growth, and help you build a secure future. We believe that when our people thrive, our clients and communities do too.

We are committed to continuous learning and career momentum. Whether you are just getting started or ready to take the next step, HUB provides the tools, mentorship, and opportunities to help you move forward with confidence.

Benefits you may enjoy as part of the HUB International team:

· Medical, Dental, Vision, and Prescription Drug Coverage

· Health Plan Reimbursement Program

· Health Savings Account (HSA) and Flexible Spending Accounts (FSAs)

· 401(k) Savings Plan

· Life and Disability Plans

· Long-Term Care

· Employee Assistance Program (EAP)

· Comprehensive Wellness Program

· Identity Theft Protection, Group Legal, Accident, Critical Illness, and Pet Insurance

· Low-Cost Loan Program and Student Loan Resources

· Vacation, Holiday, Sick, and Personal Time Off

· Flexible Work Arrangements

· Dress for Your Day Policy

· Comprehensive Onboarding and Continuing Education

Ready to take the next step? Apply today.

The expected salary range for this position is $60,000 annually to $65,000 annually and will be impacted by factors such as the successful candidate’s skills, experience and working location, as well as the specific position’s business line, scope and level. HUB International is proud to offer comprehensive benefit and total compensation packages which could include health/dental/vision/life/disability insurance, FSA, HSA and 401(k) accounts, paid-time-off benefits such as vacation, sick, and personal days, and eligible bonuses, equity and commissions for some positions.

Department Office Administration & ClericalRequired Experience: 2-5 years of relevant experienceRequired Travel: NegligibleRequired Education: High school or equivalent

HUB International Limited is an equal opportunity employer that does not discriminate on the basis of race/ethnicity, national origin, religion, age, color, sex, sexual orientation, gender identity, disability or veteran's status, or any other characteristic protected by local, state or federal laws, rules or regulations.

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