Office Manager

Integrated Financial Settlements•Austin, TX

11d•Onsite

About The Position

For over 40 years, Integrated Financial Settlements (IFS) has been a trusted partner for people navigating life-altering events and injuries. We specialize in providing powerful financial solutions that bring long-term security, spend-thrift protection, and peace of mind to individuals facing vulnerable circumstances. Our mission is to restore stability, encourage hope, and create possibilities for those impacted by injury through effective financial solutions. Our Values Integrity: We do what is right. Innovation: We seek opportunities to learn, improve, and encourage creative thought. Collaboration: We are better together. Diversity of experience and thought enriches our work and lives. Empathy: We acknowledge others and ask questions. We listen to find out what is important. The Role We're seeking a detail-oriented and proactive Office Manager to be the backbone of our Austin operations. In this pivotal role, you'll oversee day-to-day administrative operations while providing essential support to Human Resources, employee onboarding, office management, and special projects. You'll serve as a key point of contact for employees, vendors, and visitors—ensuring a positive workplace experience and efficient office operations. This is an excellent opportunity for someone who thrives in a dynamic, collaborative environment and takes pride in creating an organized, welcoming workplace.

Requirements

Bachelor's degree in HR, Hospitality, Business Administration, or equivalent professional experience.
Minimum 5 years of experience in an office manager or similar administrative role.
Proficiency with Microsoft Suite applications (Word, Outlook, Excel, PowerPoint) and collaboration tools (Teams, SharePoint).
Exceptional customer service skills with the ability to interact professionally with diverse stakeholders.
Strong knowledge of business operations and administrative best practices.
Ability to exercise discretion and maintain the highest level of confidentiality with sensitive information.
Proven ability to multitask effectively in an environment with competing priorities and deadlines.
Excellent organizational and time management skills with meticulous attention to detail.
Strong professional communication skills, both verbal and written.
Self-motivated with critical problem-solving abilities and the capacity to work independently.
Ability to adapt well to change in direction and priority in a fast-paced, deadline-oriented environment.
Willingness to work on-site Monday–Friday (building parking provided).

Nice To Haves

Prior experience with office management, administrative management, and/or human resources functions.
Experience with HRIS (Human Resources Information Systems) or office management software.
Familiarity with financial settlement or insurance industries.
Project management experience or certification.

Responsibilities

Manage day-to-day office operations and administrative activities to ensure smooth workplace functioning.
Serve as the primary point of contact for office-related inquiries from employees, vendors, and visitors.
Create and maintain office procedures, policies, and organizational systems to promote efficiency and consistency.
Coordinate office maintenance, repairs, and facility needs with building management and service providers.
Manage office supplies, kitchen supplies, equipment, and inventory to maintain adequate stock levels.
Ensure office equipment is operational and schedule service when necessary to minimize downtime.
Receive and distribute incoming mail, packages, and deliveries promptly and accurately.
Maintain a professional office appearance and organization that reflects our company values.
Oversee copy machine and postage machine supply and assist users with operational issues.
Handle shipping and corporate office mailing activities, preparing outgoing shipments and selecting appropriate vendors.
Partner with IT Solutions and building management to obtain suite and garage access badges for new corporate employees.
Provide administrative support to company leadership as requested, including scheduling and project coordination.
Coordinate travel arrangements and expense reporting for executives as needed.
Coordinate and manage projects when assigned by leadership to ensure deadlines are met and deliverables are high-quality.
Support process improvement efforts and identify operational efficiencies to enhance workplace productivity.
Perform ad hoc administrative, operational, and project-related tasks as needed to support business objectives.
Assist HR with administrative tasks such as scheduling interviews, onboarding new hires, and maintaining personnel records.
Support internal employee events and communications to foster a positive company culture.
Maintain the highest level of confidentiality when handling sensitive employee and company information.
Provide general administrative backup to the HR department during high-volume periods or staff absences.
Assist with employee onboarding and offboarding activities, ensuring a smooth transition for all team members.
Coordinate new user and visitor access forms for parking, building, and fitness center access.
Serve as the primary point of contact for colleagues, clients, and business partners, delivering a professional and welcoming onsite experience.
Coordinate communications with vendors and service providers to ensure timely and quality service delivery.
Maintain confidentiality and professionalism in all interactions with internal and external stakeholders.
Support client-facing administrative activities as requested to enhance customer satisfaction.
Coordinate vendor invoices and ensure timely submission for payment to maintain positive vendor relationships.
Maintain vendor contracts and service agreements, tracking renewal dates and terms.
Assist with expense submission and documentation as part of office management responsibilities.
Maintain comprehensive records and documentation related to office operations for audit and reference purposes.