What are the responsibilities and job description for the Office Manager position at Primma, LLC?
**This is an on-site position located in Roslyn, NY. **
General Summary: The Office Manager of the Underwriting Department oversees daily administrative operations, ensuring efficiency and managing underwriting support staff. This role includes coordinating office activities, ensuring compliance with company policies, and assisting with workflow management to optimize departmental productivity. Additionally, the position provides administrative support to the underwriting management team.
Essential Duties & Responsibilities:
- Manage administrative & support staff, including company Receptionist, in the department to include but not limited to hiring, onboarding, overseeing workload and evaluating performance
- Provide administrative support to the Underwriting management team to include managing calendars, setting up meetings, assisting with expense reports, answering phones and taking messages Participate in and oversee selected departmental projects mainly related to improvement of customer service and experience
- Regularly report to and make recommendations to Underwriting management team concerning all areas of the department particularly as it relates to process, efficient functioning, workflow and tracking of work
- Maintain regular and prompt communication with all external and internal business partners.
- Approve timecards and time off requests in ADP for Underwriting staff, coordinate leave schedules and coverage
- Oversee call queues for the Receptionist and Underwriting department on RingCentral software, coordinate switchboard coverage with the answering service as needed.
- Maintain email distribution lists for departmental messages, voicemails, and faxes. Oversee and triage emails received through the EmPRO website
- Oversee completion of all claims history & coverage verification and insurance disclosure requests
- Coordinate onboarding of new employees in Underwriting department, including workspace, IT set-up, introduction to staff and other departments, etc.
- Take notes at weekly staff meetings and prepare minutes
- Manage organizational memberships and subscriptions for the department Schedule meetings with insureds and PRIMMA employees Work with IT on Claims process improvement initiatives
- Monitor and order all supplies for the department and prepare check requests for invoices
- Arrange for service calls for equipment
- Create and manage accounts for brokers on EmPRO’s online portal, and provide commission statements upon request
- Update broker information in system and inform the Finance department of changes as necessary
- All other duties deemed appropriate by management
Education & Qualifications:
- College graduate with 4 years related office experience and 4 years supervisory experience and/or supervision in insurance industry preferred
- Experience managing all aspects of employee issues such as conflict resolution, performance management, punctuality and attendance, foundational knowledge of employment laws and practice
- Ability to demonstrate effective methods of coaching and/or development of administrative staff
- Must be able to work on-site in Roslyn office Monday – Friday during core business hours
- Must demonstrate strong proficiency in using Microsoft Office Suite; strong technical aptitude and adaptability to learn various computer programs
- Maintain a high degree of confidentiality especially regarding information in files
- Ability to effectively communicate verbally and in writing
- Possess problem-solving skills to be able to work under pressure and handle the day-to-day challenges of an office environment
- Must be highly organized and demonstrate the ability to work within prescribed deadlines to meet department objectives
- Must be detailed oriented and able to juggle numerous administrative duties and multiple projects.
- Ability to function in a professional office environment and utilize standard office equipment
- Ability to lift and carry objects weighing up to 10 pounds regularly
The actual compensation for this position will be determined by experience and other factors permitted by law.
