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 coverage breaks for the receptionist (morning, lunch & afternoon breaks), to 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.