Office Manager

Job Description

Office Manager | IMA Financial Group, Inc.

The Tone:
This is a fully onsite, benefits-eligible role at Acadia Benefits, an IMA Company, located in beautiful downtown Portland, Maine, featuring water views and paid parking. Acadia Benefits, as part of the 3,327-person IMA Financial Group, Inc., specializes in benefits and is looking for someone to be the core of its office operations. This role is crucial for keeping everything running smoothly, supporting a high-performing team, and fostering a positive workplace experience daily.

The TL;DR
• Role: Full Time
• Type: Monday–Friday, 30 hours per week
• Location: In-person, Portland, ME
• Pay: $39000–$46800 yearly
• Team: Supports a tight-knit, high-performing team.
• Mission: This person owns the seamless daily operations of the office and provides comprehensive administrative and operational support to the team.
• Tech Stack: MS Office (intermediate Excel and PowerPoint), CRM programs, Teams, Mailings, Mail merges, Forms, OneDrive, Canva, Zoom

What You’ll Actually Do
• Office Operations: Keep the office running seamlessly by managing general functions, mail, supply inventory, communications, and file systems.
• Stakeholder Coordination: Serve as the primary point of contact for all general inquiries, deliveries, vendors, and property management.
• Administrative & Event Support: Coordinate mailings for events and marketing, prepare materials for meetings and trade shows, and assist with project coordination.
• Compliance & Records: Manage broker appointment applications, complete license renewals, maintain E&O certificates, and track company required training.
• IT & Equipment Management: Act as the office liaison with the IMA IT team, monitor equipment inventory, coordinate installations, and ensure preventative maintenance.

The Must-Haves
• Background: Minimum 2 years of experience in office administration, marketing, and/or sales support roles.
• Experience: Expertise in MS Office, including intermediate Excel and PowerPoint. Demonstrated experience managing office procedures, vendors, facilities, and office equipment.
• Skills: Strong communication, organizational, and interpersonal skills. Excellent initiative and follow-up, with an intuitive ability to prioritize and execute diverse responsibilities.
• Bonus: Familiarity with CRM programs, Teams, Mailings and Mail merges, Forms and OneDrive, Canva, and Zoom.