Office Administrator

Office Administrator

INEX Capital & Growth Advisors

Office-based role in Manchester, NH

Full-time hours, M-F (40hrs/wk)

Salary range $70-85,000, based on skillset and experience

Job Summary

The Office Administrator reports to the Executive Team at INEX, a multi-entity company specializing in mergers, acquisitions, consulting to, and management of insurance agencies, as well as the management of a private commercial real estate investment portfolio. Coming off the successful exit from a series of investments, INEX is seeking an experienced administrative professional to support the firm’s next phase of growth. As the Office Administrator, you will be expected to assist the Executive Team in overseeing INEX and its related ventures, provide administrative support to the Executive Team with professional and personal matters while demonstrating excellence in task management, pragmatic problem solving, and inter-company communications.

The Office Administrator will work closely and in a collegial fashion with both the INEX corporate team and the extended group of INEX entities and their affiliates. They shall handle their duties in a professional manner, always explicitly upholding the confidentiality of the information to which they are exposed on both an internal and external basis. While the position involves a strong administrative component and requires a “hands on” approach, it also requires independent decision-making skills.

Finally, this role is scoped in such a way as to provide the bandwidth for both (1) the fulfillment of the core responsibilities articulated below and (2) contribution to office process and system development initiatives. The ideal candidate will be one who has demonstrated interest and experience in process improvement and is energized at the prospect of growing along with the company as we move forward into our new ventures.

Qualifications and Skills

• Bachelor’s / Business degree required
• Advanced accounting, business, or legal degree(s)/certification(s) a plus
• 5 years' experience in positions of comparable responsibility working with C-Suite executives
• Demonstrated proficiency in Microsoft Office Suite (Excel in particular) and document development via Adobe Acrobat Pro
• Experience in core INEX systems or similar, such as SAGE-Intacct, Quickbooks, Salesforce, Zendesk, Hubspot, Asana, and/or Monday a plus
• Can work independently a significant portion of the time, deploy strong problem-solving skills, and make decisions as appropriate in all areas of responsibility
• Ability to communicate and collaborate in a professional manner internally with INEX staff and employees of various businesses under INEX management
• Ability to communicate and collaborate in a professional manner externally with clients, vendors, tenants, and outside contractors and consultants
• Exacting accuracy and timeliness; ability to prioritize and multitask while adhering to deadlines
• Capable of speaking on behalf of the Executive Team precisely as intended
• Understanding of the financial and reputational implications of errors in execution of this role and the ability to avoid making them
• Experience in the Insurance and/or Real Estate industries a plus

Why You Should Apply

• Competitive salary, 401K plan, employer supported health insurance, employer funded Life, AD&D, LTD & STD insurance, and a wide range of voluntary insurance options
• Paid sick, vacation, personal, and holiday time

Office Administrator Job Responsibilities

General Administrative & Office Maintenance

• Telephone, cell phone, mail, fax, filing, and office supply management responsibilities
• Documentation – Scan all leases, corporate documents, and other projects (mortgages, closing documents, etc.) as received and file appropriately
• CRM Management – Monitor database for duplicates, set up groups, add new contacts, and create templates
• Equipment Maintenance – Monitor contracts for services and equipment including maintenance, negotiation, and renewals as appropriate; perform market analysis for equipment replacement and present recommendations to Executive Team as needed
• Building Maintenance – Communicate requests to and from cleaning company, order supplies and re-stock kitchen and coffee area

Legal & Real Estate Support

• Annual Reporting – File annual reports in all appropriate states, prepare annual minutes
• Entity Management – Shutdown and withdrawal of business entities from Department of Revenue and Secretary of State offices as needed, renew trade names and licenses as appropriate, maintain entity matrix
• Parking and Security – Assign parking spaces and security codes to employees and tenants; Monitor NEST security feed for building
• Certificates of Insurance – Request COIs from tenants and vendors and monitor receipt of same
• Real Estate Files – Create and maintain tenant e-files and engage in document management

Executive Team Administrative

• People Coordination – Screen office calls, emails, and visitors as appropriate
• Calendar Management – Schedule appointments, monthly meetings, update calendars
• Travel, Commercial & Private – Book Executive Team travel, maintain contingencies, book accommodations, coordinate transport and international documentation, manage private aircraft registrations, managed pilot list and scheduling, and become familiar with preferences
• Licensing – Monitor all real estate and insurance licenses enterprise wide and nationally for business entities, Executive Team, renewing as appropriate.
• Insurance maintenance – Responsible for ensuring all policies are scanned, renewed, received, and reviewed by appropriate staff upon receipt
• Vehicle Registrations – Ensure all company and personal vehicles (boat, airplane, cars, maintenance vehicles, etc.) are registered, insured, and licensed appropriately
• Director Disclosures – Maintain annual updates on Executive Team conflict listings
• Human Resources Support –Support new hire documentation, onboarding, and orientation
• Personal Assistance to Family & Executive Team – Including event planning (venue, catering, logistics) and personal errand support on an as-needed basis

About INEX Capital & Growth Advisors (www.inex.com)

INEX is a multi-disciplinary firm which owns, operates, advises, and invests in insurance agencies and enabling services businesses across a variety of sectors. Our team is comprised of thought leaders and experts in several areas – from business valuations to organizational structural analysis, strategic planning, staff and leadership development, financial analysis and operational improvement, cost containment, due diligence, and deal management. Over the past four decades, INEX senior leaders have participated in nearly 500 M&A deals in support of our in-house growth initiatives and on behalf of advisory clients. Beyond our insurance activity, our company owns and operates a portfolio of commercial and residential real estate holdings concentrated in the Greater Boston area. While the INEX head office is based in Manchester, NH our operations, business affiliates, and clients can be found in nearly every state east of the Mississippi River (and a handful west). As a privately held company, we take great pride in the freedom and responsibility we have to foster a company culture that is inviting, motivating, and rewarding for people across our organization. Ultimately we strive, through the success of our company and its affiliates, to better the lives of our employees and those colleagues and clients with whom we have the privilege of spending our professional time.

INEX is an equal opportunity employer, dedicated to building an inclusive and diverse workforce.

Job Type: Full-time

Pay: $70,000.00 - $85,000.00 per year

Benefits:

• 401(k)
• Health insurance
• Life insurance
• Paid time off

Schedule:

• Monday to Friday

Ability to Commute:

• Manchester, NH 03101 (Required)

Work Location: In person

Salary : $70,000 - $85,000