Office Coordinator/Administrator

Marsh McLennan•Portland, ME

2d•Onsite

About The Position

Our not-so-secret sauce. Award-winning, inclusive, Top Workplace culture doesn’t happen overnight. It’s a result of hard work by extraordinary people. The industry’s brightest talent drive our efforts to deliver purposeful work and meaningful impact every day. Learn more about what makes us different and how you can make your mark as an Office Coordinator within our Adminitration team here at MMA. Marsh McLennan Agency (MMA) provides business insurance, employee health & benefits, retirement, and private client insurance solutions to organizations and individuals seeking limitless possibilities. With offices across North America, we combine the personalized service model of a local consultant with the global resources of the world’s leading professional services firm, Marsh McLennan (NYSE: MRSH). A day in the life: The Office Coordinator provides critical support to HR operations and office management for the Northeast region. This role manages onboarding, licensing compliance, learning and development support, database and documentation maintenance, office and building management, and general administrative duties. The position ensures efficient, organized, and compliant processes across multiple office locations. This position will also partner across the region with other Office Coordinators/Administrators to provide cross coverage, back up coverage, and partner on tasks for the whole region. Primarily office-based in Portland Maine, with occasional regional coordination. Standard business hours with an expectation of five days in office. Additional on-site presence may be required for office events or special projects

Requirements

Strong organizational skills with excellent attention to detail.
Ability to manage multiple priorities effectively.
Excellent communication and interpersonal skills.
Proficiency with databases, spreadsheets (Smartsheet, Teams), and Microsoft Office Suite.
Ability to work independently and collaboratively.

Responsibilities

Onboarding: Lead the full pre-admin onboarding process, ensuring a seamless transition for new hires. Coordinate with IT and other departments to prepare necessary equipment, access, and resources.
Licensing & Compliance: Monitor and track professional licenses, provide training on licensing and Continuing Education (CE) vendors during orientation, and ensure all licensing requirements are met within time period as specified in offer letters. Act as a backup for I-9 processing, including document verification and employer section completion.
Learning & Development Support: Respond to licensing and CE-related inquiries from colleagues, troubleshoot issues with approved CE vendors, and assist employees with registration for licensing exams such as Kaplan and PSI.
Database & Documentation Maintenance: Maintain and regularly update key administrative documents including the Preboarding Admin Guide, New Hire Checklist, Colleague Essentials, and Office Logistics. Track receptionist Zoom phone usage and manage all incoming office service requests. Coordinate shredding logistics.
Office & Building Management: Manage administrative tasks and internal communications for the Portland Maine, Manchester NH, Lowell MA, West Springfield MA offices. Handle security card and badge issuance, coordinate service requests with property management, provide mailroom support when needed, confirm fitness center maintenance, point of contact for property manager and vendors, provides guidance to cleaners, plants maintenance, rugs replacement and cleaning, shredding services, and serve as backup receptionist to ensure smooth front desk operations.
General Administrative Duties: Executive Support provided to President, Portland Office including coordinating meetings, administrative work, and special projects and communication. Schedule requested meetings for disciplines that require room reservations, coordinating room reservations, logistics and catering. Handle office services requests submitted through the office services shared folder. Order and maintain office supplies and equipment. iProcurement management for Portland, Manchester, West Springfield, and Lowell. Assist with special projects and office events as required.