Part-time Office Manager (Flexible Schedule)

Description

The Office Manager is responsible for ensuring the day-to-day operations of our office run smoothly while owning key processes that impact our entire organization. You’ll coordinate the insurance renewal process, oversee claims coordination with our legal and insurance partners, coordinate the administration of our legal agreements, and act as the main point of contact for internal events and office needs. You’ll also provide critical support for Leadership Team scheduling, employee onboarding logistics, and culture initiatives. Your ability to stay organized, communicate clearly, and proactively improve processes will help keep our company running at its best.

This is a part-time, onsite opportunity at our Greenwood, IN facility. Candidates must be able to satisfy the schedule 

Key Responsibilities

Insurance Management & Claims Coordination

· Coordinate and manage the full insurance renewal process, ensuring timely renewals across all policies (general liability, worker’s compensation, product liability, employment practices liability, commercial auto and umbrella).

· Establish and maintain clear communication channels and workflows for claims management, ensuring all claims are processed efficiently and accurately.

· Serve as the liaison between internal stakeholders and external partners to ensure claims are handled promptly and effectively.

· Maintain accurate insurance records, documentation, and certificates of insurance (COIs), keeping an up-to-date directory.

Leadership & Administrative Support

· Coordinate Leadership Team scheduling, including weekly meetings, quarterly offsites, all-company meetings, and seasonal events.

· Take meeting notes, track action items, and proactively schedule follow-up meetings to maintain momentum.

· Prepare presentations and materials for all-company meetings and leadership communications.

· Manage end-to-end executive travel planning, ensuring cost-effectiveness, schedule optimization, and alignment with the executive’s preferences and business needs.

Office & Event Management

· Oversee office supplies, vendor relationships (coffee, cleaning, vending) and general office upkeep.

· Lead the planning and execution of internal events (holiday parties, team-building events), including managing catering and logistics.

· Serve as the main point of contact for office-related questions, lease payment & utility payments, requests, and improvements.

Contract Management and Administration

· Maintain a centralized contract repository, ensuring all agreements are accurately recorded, categorized, and accessible in compliance with internal documentation standards.

· Monitor contract milestones and key dates, proactively managing renewals, expirations, and deliverables through alerts, trackers, or contract management software.

· Coordinate with legal, finance, and department leads to ensure timely contract review and approval, aligning with company policies and risk management procedures.

· Ensure compliance with internal controls and audit requirements, assisting in the development of contract-related policies and procedures as needed.

Employee Onboarding Support

· Assist HR by setting up new hire workspaces, preparing welcome materials, and scheduling introductory meetings as needed.

Culture & Process Improvement

· Identify and recommend process improvements across administrative and operational functions to increase efficiency and improve the employee experience.

Requirements

  Requirements

· Proven experience in office management, operations, or administrative support, preferably in a dynamic, growing company.

· Strong organizational and project management skills, with the ability to juggle multiple priorities and deadlines.

· Familiarity with insurance processes, claims coordination, or similar workflows is a strong plus.

· Confident communicator, able to work closely with senior leaders, the legal team, and cross-functional partners.

· Proactive, resourceful, and able to anticipate needs before they arise.

· Comfortable working on-site in a part-time capacity (Monday–Friday, 9:00 AM–3:00 PM).

· Familiarity with tools like Teams, Microsoft Products, and Calendly. 

Why Choose Us?

· Competitive compensation.

· A supportive culture that values improvement, innovation, and doing things better.

· Direct access to leadership and meaningful opportunities to shape how we work.

· Be part of a fast-moving, results-driven, and collaborative team.

· A chance to make a real impact on both operational excellence and employee experience.

Interview Process

We take hiring seriously — because every person we bring on has a meaningful impact on our culture, our work, and our team. As a small and growing company, we are intentional about who we add, and we don’t compromise on that standard for the sake of speed.

Our interview process includes the following steps:

• Online application
• Predictive Index behavioral and cognitive assessments
• Phone screen
• Panel interview with cross-functional team members
• Final offer

Throughout the process, you’ll meet with several people from across the organization — including senior leadership, the legal team, finance, and others you’ll partner with regularly. We believe great hiring is a two-way street, and our process is designed to give you a real feel for who we are and how we work.

We understand this level of engagement won’t be the right fit for everyone, and that’s okay. Candidates who aren’t comfortable with any part of the process may find a better fit elsewhere — and we genuinely wish them the best. For those who are excited to engage fully, we’re just as excited to get to know you.