Office Manager

Penmac Staffing is excited to be partnered up with a local health insurance agency in the Little Falls area in the search for a Full Time Office Manager! We are seeking a highly motivated and organized individual to oversee the daily operations of the company. The successful candidate will play a crucial role in ensuring that the office runs smoothly and efficiently, offering exceptional support to both staff and clients. This role requires a blend of leadership, administrative, and communication skills in a fast-paced environment.

Responsibilities

• Office Operations Management: Oversee the day-to-day operations of the office, ensuring all administrative functions are running smoothly, including office supplies, equipment, and facilities management.
• Team Leadership: Supervise and support staff, ensuring proper delegation of tasks and maintaining a positive, collaborative work environment.
• Client Relations: Act as a point of contact for clients, addressing inquiries related to medical insurance coverage, claims, and benefits. Provide excellent customer service and handle escalations professionally.
• Scheduling & Coordination: Manage appointments, meetings, and events, ensuring efficient coordination of schedules and that all key activities are carried out on time.
• Document Management: Oversee the handling of confidential medical insurance documents and records, ensuring compliance with privacy laws and company policies.
• Billing & Payments: Assist with invoicing, billing inquiries, and payment processing related to insurance premiums, claims, and client accounts.
• Compliance: Ensure office operations comply with insurance industry regulations and company policies.
• Reporting: Prepare and submit regular reports on office activities, client issues, and team performance to senior management.
• Support to Insurance Brokers and Agents: Provide support to insurance agents and brokers, ensuring they have the necessary resources for effective client service.
• Assist with recruitment efforts by posting job ads, screening resumes, conducting initial interviews, and scheduling candidate interviews.
• Onboard new employees, ensuring all necessary paperwork and training are completed.
• Maintain employee records and HR databases in compliance with legal and company requirements.
• Administer payroll, benefits, and compensation information, collaborating with external payroll service providers.
• Assist with employee performance reviews, ensuring documentation is completed in a timely and accurate manner.
• Handle employee relations matters, including conflict resolution and addressing concerns or grievances.
• Support training and development programs to ensure staff is equipped with necessary skills and knowledge.
• Ensure compliance with all employment laws and internal HR policies.
  
  

Required Skills, Knowledge, Education, And Experience

• Bachelor’s degree in business administration, Human Resources, or a related field (preferred).
• 2 years of experience in office management and HR responsibilities, preferably in the medical or insurance industry.
• Strong organizational and multitasking abilities.
• Excellent communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Knowledge of insurance terminology, billing, and claims processes is a plus.
• Ability to handle confidential information with discretion.
• Strong customer service and problem-solving skills.
• Prior experience with HR functions such as recruitment, onboarding, and payroll.
• Detail-oriented with the ability to manage time effectively.
• A proactive, solution-oriented approach to challenges.
• Ability to maintain confidentiality and manage sensitive information.
• Strong interpersonal skills and the ability to build relationships across departments.
• Knowledge of labor laws and regulations. Ability to work in a fast-paced environment with competing priorities.
• Certifications: State of Minnesota Insurance licensure in Accident & Health and/or Life and/or Property and Casualty is a plus. Additional certifications in office management or medical insurance management can be a plus.
  
  

Salary

• Competitive salary based on experience and qualifications.
• $28-$35/hour
  
  

Benefits

• Long Term and Short-Term Disability
• Accident Insurance
• Cancer Insurance
• Paid time off (PTO)
• 401(k)
• Professional development opportunities
• Please apply online at penmac.com, or submit your résumé to brainerd@penmac.com. Call us with your questions at (218)-824-9675, or stop in and see us at 607 Washington Street in downtown Brainerd, across from the historic landmark water tower!
  
  

Penmac Staffing - "We Place People First".