Office Administrator

HUB International•Santa Fe, NM

3d•Onsite

About The Position

HUB International is a leading global insurance broker, offering a comprehensive range of property, casualty, risk management, life and health, employee benefits, investment, and wealth management solutions. With more than 600 offices and over 20,000 employees across North America, we are committed to helping individuals and businesses evaluate and manage their risks and insurance needs with personalized service, while our dedicated team delivers expert guidance and tailored solutions to ensure superior customer experience and lasting value for our clients. The Office Administrator is a professional, courteous, and proactive individual who demonstrates drive, determination, and self-motivation. With a positive attitude, this role provides essential support to Service Teams and the Central Processing Unit (CPU). The Office Administrator is responsible for ensuring efficient daily office operations, supporting client service teams, and maintaining a polished, professional environment for both staff and visitors. Key responsibilities include managing reception, office administration, facilities upkeep, and conference room scheduling/technology, as well as providing administrative and processing support to Account Managers and service staff.

Requirements

High School diploma or equivalent; AA and/or college degree preferred
1-year experience in a professional environment
Administrative or clerical experience preferred but not required.
Strong clerical, organizational, and multitasking skills.
Excellent verbal communication skills and professional telephone etiquette.
Proficiency with Microsoft Office Suite; ability to learn office and conferencing systems.
Detail-oriented with strong follow-through and organizational skills.
Highly motivated, proactive, and self-driven, with the ability to take initiative to learn and grow in the industry
Ability to work independently and collaboratively in a team environment.
Maintains a positive attitude, demonstrating professionalism, resilience, and a collaborative mindset in all interactions.
Ability to work on-site during standard business hours, Monday through Friday, 8:00 AM to 5:00 PM

Nice To Haves

AA and/or college degree preferred
Administrative or clerical experience preferred but not required.

Responsibilities

Manage reception desk, answer and direct calls on a multi-line computer phone system.
Greeting and assist visitors in a professional and welcoming manner.
Manage incoming and outgoing mail, correspondence, deposits in the electronic filing system with accuracy and in a timely manner
Retrieve mail from carrier electronic websites and distribute to the appropriate email inboxes.
Order and replenish office supplies to always ensure availability.
Ensure all common areas (kitchen, conference rooms, reception/front area) are clean, operational, and properly scheduled.
Manage conference room scheduling and coordinating technology needs, including video conferencing systems and connectivity, to support internal and client meetings.
Assist service staff with administrative requests, print and prepare client deliverables.
Ensure compliance with agency procedures and insurance company regulations.
Maintain positive working relationships across the office and departments.
Maintain organization, manage priorities while working with minimal supervision in a fast-paced, rapidly changing environment
Strong clerical and administrative skills
Excellent communication and service skills
Perform other duties or special projects as assigned by management.