Office Administrator

Holmes Murphy Insurance•West Des Moines, IA

4d•Onsite

About The Position

We are looking to add an Office Administrator to join our Office Services team in West Des Moines, Iowa. Offering a forward-thinking, innovative, and vibrant company culture, along with the opportunity to share your unique potential, there really is no place like Holmes! This role is responsible for ensuring efficient office operation and for providing superior customer service to our internal and external clients. The Office Administrator I is responsible for all office and employee desk needs and will serve as the point of contact for vendors and building management.

Requirements

Working knowledge of computer programs such as, Word, Excel, Access and PowerPoint.
Ability to effectively use the internet/intranet, with some guidance if needed.
Knowledge of administrative and clerical procedures as well as organizational methods and the ability to manage multiple tasks/duties simultaneously.
Ability to work effectively both independently as well as in a team environment to attain personal, team and company goals, with some guidance as needed.
Ability to be available for work on a daily basis and extended hours as necessary.
Ability to work on call as needed.
Ability and willingness to consistently participate in internal and external educational opportunities to enhance knowledge of current insurance topics or relevant system improvements.
Ability and willingness to pursue relevant designations and/or continuing education, as appropriate.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
Ability to deal with problems involving several concrete variables in standardized situations.
Ability to exert up to 25 pounds of force occasionally, and/or negligible amount of force frequently or constantly to lift, carry, push, pull objects.
Must be knowledgeable of and comply with HMA's Client Privacy Policy, HIPAA regulations, and E&O procedures and policies.
High School Diploma required.
0-2 years general office experience, insurance industry preferred, but not required.

Responsibilities

Greet visitors, answer incoming phone calls, and deliver best-in-class service to clients and employees.
Partner with office leaders to coordinate department and office meetings, and company events.
Code invoices and prepare check requests for Accounts Payable in a timely manner.
Maintain office credit card (BMO) including tracking and coding of receipts.
Play a key role in running events, both external for clients and visitors and internal for the team as well as running internal campaigns.
Purchase office supplies, kitchen supplies, stock refrigerators, snack cabinet.
Clean and maintain office equipment.
Serve as the first point of contact for property manager for items related to the building, i.e., HVAC issues, roof leaking, etc.
Assist with the onboarding of new talent to office environment (i.e., computer and desk set up, office tour, brief orientation).
Distribute and maintenance of corporate marketing SWAG for employees and customers.
Organize office activities and participate in Celebrate, Give, and Care committees.
Update and maintain list of employee birthdays, work anniversaries, etc.
Care for payment of office-wide membership dues.
Responsible for all incoming and outgoing mail and packages.
Conference room coordination, including scheduling, cleaning, maintenance, and stocking.
Coordinate with Facilities Team and vendors to keep office space clean, safe, and in good working order.
Serve as first point of contact for emergency and drill scenarios.
Manage the service and supplies for copiers.
Executive administrative support, as needed.
Performs special projects and other duties as requested.