Office Manager (Portland, Maine)

About the role

Join Acadia Benefits, an IMA Company, as our Office Manager in downtown Portland, Maine. This role offers a unique opportunity to contribute to a thriving, supportive team environment.

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
• 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
• Track and update company required ongoing training in coordination with IMA
• Run and distribute various weekly, monthly, and ad hoc reporting and mailings
• Plan and coordinate internal and external events
• 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

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

Qualifications

• High school diploma or equivalent
• Valid driver's license and reliable transportation

Skills

• Office Management
• Customer Service
• Project Coordination
• Information Security
• Training and Development

Benefits

• Annual Performance Bonus
• Stock Purchase
• Medical Plans
• Prescription Drugs
• Dental
• Vision
• Family Assistance Program
• FSA
• HSA
• Pre-Tax Parking Plan
• 401(k)
• Life/AD&D
• Accident
• Critical Illness
• Hospital Indemnity
• Long Term Care
• Short-term Disability
• Long-term Disability
• Business Travel Accident
• Identity Theft
• Paid Time Off
• Flexible Work Options
• Paid Holidays
• Sabbatical
• Gift Matching
• Well-Being Stipend
• Personal and Professional Development

Pay

$39,000 USD - $46,800 USD

Schedule

Monday–Friday, 30 hours per week