Office Manager (Portland, Maine)

IMA Financial Group•Portland, ME

2d•Onsite

About The Position

Looking for a role where you can truly make an impact every day? Join Acadia Benefits, an IMA Company, as our Office Manager in beautiful downtown Portland, Maine - featuring water views and paid parking. As the heartbeat of our office, you’ll keep everything running seamlessly while supporting a tight-knit, high-performing team. This is a perfect opportunity for someone who thrives on organization, enjoys being the go-to person, and takes pride in creating a positive workplace experience. This fully onsite role is Monday–Friday, 30 hours per week - and yes, it’s benefits-eligible.

Requirements

Minimum 2 years of experience in office administration, marketing, and/or sales support roles.
Expertise in MS Office required, including intermediate level Excel and Power Point.
Experience managing office procedures, vendors, facilities, and office equipment.
Strong communication, organizational and interpersonal skills and ability to be intuitive to fulfill tasks and needs of the office.
Excellent initiative and follow-up skills, and ability to prioritize and carry out a variety of responsibilities with requests from various people.

Nice To Haves

Familiarity with CRM programs and experience with Teams, Mailings and Mail merges, Forms and OneDrive, Canva, Zoom, preferred.

Responsibilities

Manage all general office functions, including mail, supply inventory, interoffice communications, current and archived files, collect invoices and submit them for payment
Point person for all general inquiry calls, fax/email messages, and deliveries
Organize and help execute mailings for events and marketing
Print and assemble materials for customer meetings
Update and distribute agendas for weekly team meetings
Primary contact for all vendors/contractors/service reps (e.g., property management, cleaning staff, parking, shipping, equipment servicing, etc.)
Act as office liaison with IMA IT team and IT consulting company
Monitor and maintain equipment inventory lists, preventative maintenance, and subscription renewals
Coordinate equipment orders and installations in coordination with IMA
Work closely with IT team to develop and implement Information Security policies that support company compliance efforts
Organize and track company required ongoing training in coordination with IMA
Update and maintain, customer, prospect, and carrier contact information
Run and distribute various weekly, monthly, and ad hoc reporting and mailings
Event planning and project coordination (internal and external)
Prepare materials for events, meetings and trade shows/conferences
Manage all broker appointment applications and records; complete license renewals; E&O Certificates; W9’s
Coordinate onboarding and training for all new hires
Create and submit monthly expense reports