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:
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.