Office Manager

Job purpose

We are seeking a highly organized and proactive Office Manager to join our dynamic team at HUB International Utah. The ideal candidate will play a pivotal role in ensuring the smooth day-to-day operations of our agency and providing essential support to our insurance professionals. The Office Manager will be responsible for overseeing administrative tasks, managing office resources, and fostering a positive working environment.

Duties and responsibilities

- Efficiently manage daily administrative tasks, including answering phones, handling correspondence, and maintaining office supplies.

- Coordinate and schedule meetings, appointments, and conferences for the agency staff.

- Facilitate communication between internal teams and external partners.

- Oversee committee dedicated to employee engagement/appreciation, and client events.

- Assist in the recruitment and onboarding process for new hires.

- Maintain personnel records and coordinate employee training sessions as needed.

- Act as a liaison between employees and management to address concerns and facilitate a positive work environment.

- Support financial processes such as invoicing, expense tracking, and budget management.

- Collaborate with the finance team to ensure accurate and timely processing of financial transactions. This includes commission and revenue audits for our sales team.

- Leverage technical and computer skills to streamline office operations and improve efficiency, including troubleshooting minor technical issues and optimizing the use of office software and hardware.

Qualifications

High School Diploma

Proven experience as an Office Manager or in a similar administrative role.

Knowledge and Skills

• Strong verbal and written communication skills to effectively convey information to others.
• Analytical and problem-solving abilities.
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal abilities.
• Proficient in Microsoft Office Suite and other relevant software.
• Familiarity with insurance industry practices is a plus.
• Knowledge of human resources and financial processes.
• Ability to work independently and collaboratively in a team environment.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant office software, with the ability to troubleshoot basic technical issues and manage office systems.
• Comfortable working with cloud-based platforms, managing databases, and learning new software quickly.

Working conditions

Work is generally office centric in nature but may require standing and walking for up to 10% of the time. The working environment is generally favorable. Lighting and temperature are adequate, and there are no hazardous or unpleasant conditions caused by noise, dust, etc. Work is generally performed within an office environment, with standard office equipment available.

Physical requirements

Must be able to lift 20 lbs.

Direct reports

None.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. 

Department Facilities & Office Services

Required Experience: 1-2 years of relevant experienceRequired Travel: No Travel Required

Required Education: High school or equivalent

HUB International Limited is an equal opportunity and affirmative action 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. The EEO is the Law poster and its supplement is available here at http://www.dol.gov/ofccp/regs/compliance/posters/ofccpost.htm .

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