Looking for a role where you can truly make an impact every day? Join Acadia Benefits, an IMA Company, as our Office Manager in beautiful downtown Portland, Maine - featuring water views and paid parking.

As the heartbeat of our office, you’ll keep everything running seamlessly while supporting a tight-knit, high-performing team. This is a perfect opportunity for someone who thrives on organization, enjoys being the go-to person, and takes pride in creating a positive workplace experience.

This fully onsite role is Monday–Friday, 30 hours per week - and yes, it’s benefits-eligible.

What You'll Do

• 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 (e.g., property management, cleaning staff, parking, shipping, equipment servicing, etc.)
• Act as office liaison with IMA IT team and IT consulting company
• Monitor and 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 that support company compliance efforts
• Organize and track company required ongoing training in coordination with IMA
• Update and maintain, customer, prospect, and carrier contact information
• Run and distribute various weekly, monthly, and ad hoc reporting and mailings
• Event planning and project coordination (internal and external)
• 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

You Should Have

• 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.

What You’ll Do

As the Receptionist, you’ll be the first point of contact for IMA clients, visitors, and internal teams—creating a welcoming, polished, and efficient front office experience. In this highly visible role, you’ll support daily office operations through front desk management, administrative coordination, and shared resource support.

We’re looking for someone who is organized, adaptable, detail-oriented, and consistently demonstrates professionalism, discretion, and excellent customer service.

Key Responsibilities

Front Desk & Client Experience

• Serve as the face of the office by creating a warm, professional first impression for all visitors
• Open and close the reception area, ensuring it is organized and presentable
• Greet and assist clients, visitors, and vendors; notify staff of arrivals
• Answer, screen, and route incoming calls promptly and professionally
• Manage front desk email communications, including general inquiries and document routing
• Maintain visitor logs and support workplace security protocols (e.g., badge management)

Meetings, Conference Rooms & Events

• Coordinate conference room scheduling and reservations
• Assist with meeting setup, technology, and on-site support as needed

Administrative Support

• Provide general administrative support, including document preparation, spreadsheets, presentations, and proposal assembly
• Assist with time-sensitive requests and special projects across teams

Office Operations & Resources

• Maintain organization of shared office resources and subscriptions
• Monitor and replenish office, kitchen, and supply inventory
• Support overall front office efficiency and coordination

Mail, Facilities & Operational Support

• Process and distribute incoming and outgoing mail, packages, and faxes
• Ensure timely digital distribution of scanned documents
• Provide backup support for facilities and supply management functions

Onboarding & Employee Support (Backup)

• Assist with new hire setup, including workstations and welcome communications
• Provide backup support for employee-related processes and requests
• Support ordering of employee and client gifts as needed

Additional Duties

• Provide cross-functional backup support across office operations
• Take on additional responsibilities and projects as needed

Qualifications

• High school diploma or equivalent required
• 6 months to 2 years of relevant experience in a receptionist, administrative, or customer-facing role
• Strong communication and interpersonal skills with a customer-first mindset
• Proficiency in Microsoft Word, Excel, and PowerPoint
• Highly organized with strong attention to detail and the ability to multitask
• Self-motivated and able to work both independently and collaboratively
• Flexible and adaptable in a fast-paced environment
• Basic math and problem-solving skills

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POSITION SUMMARY:

The successful candidate will have a natural ease in connecting with others while serving as the gatekeeper for the organization.  You will also perform a wide range of administrative and office support activities.

JOB DUTIES:

• Greet guests cordially and with a warm smile, while attending to their needs with a strong sense of urgency.
• Create authentic and caring interactions with clients and team members.
• Work collaboratively with a commitment to a workplace of dignity and respect with a willingness to help in all areas of the office. No job should be too small, as every area of the office is important to our success and the success of our team members. 
• Be receptive to coaching from supervisors and managers, in compliance with the Agency's policies and procedures. We want you to succeed!
• Answer calls using a multi-line phone system, forward calls and faxes to appropriate personnel, and take and deliver messages.
• Open the lobby area at the beginning of the workday and close it at the end of office hours.
• Maintain office and kitchen inventory including ordering of supplies.
• Assist with agency tasks/projects as assigned.
• Process client payments and support tasks for client files.
• Process all types of incoming mail
• Maintain electronic and/or paper files in an orderly, up-to-date manner.
• Become familiar with and follow Agency guidelines, policies and procedures.
• Process the Communication Log

This is not an exhaustive list of all duties and responsibilities. Duties and responsibilities may change and be assigned, based on Agency needs.

SUCCESS FACTORS & QUALIFICATIONS:

The success factors and requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• An optimistic and cheerful can-do demeanor.
• Punctuality is key.
• High school diploma or general education degree (GED); 1 to 3 months related experience and/or training; or equivalent combination of education and experience.
• Working knowledge of Microsoft Word & Excel.
• Great communication skills.
• Organizational & time management skills; completing tasks timely.
• Dependable.
• Team Player.
• Professional demeanor

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is regularly required to sit, use hands; as well as be required to stand and walk frequently, to speak and hear. The employee is frequently required to reach with hands and arms. The employee must frequently lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

WORK ENVIRONMENT: This job operates in a professional office environment. The overall noise level in the work environment ranges from low to moderate.

OTHER: The candidate offered this position will be required to submit to a background investigation, which includes a drug screen. IMA does not sponsor individuals for employment-based visas for this position.

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POSITION SUMMARY:

Shared Services is a program that focuses on preparing associates for a servicing career in the insurance industry. The associate is hired for the role that they will eventually assume upon graduation after completing the following:

• Obtaining the appropriate insurance license within 60 days of hire
• Training within Shared Services and the designated department
• Demonstrating mastery of task and industry knowledge throughout the program
• A capstone project that showcases their knowledge gained throughout their time in the department and the program itself

The end goal of SST is to promote associates into a servicing position where they will be prepared and successful – and already have a head start on their continued growth within the industry. The successful graduates will be responsible for supporting their advisors/producers in a client service role by managing a book of business as assigned, consistently providing excellent customer service techniques, and demonstrating soft skills taught during the duration of the program.

JOB DUTIES:

• Work collaboratively and cooperatively with others, with a commitment to a workplace of dignity and respect, in compliance with equal employment opportunity standards and regulations;
• Become familiar with Agency guidelines, policies and procedures;
• Accept coaching from supervisors and managers, in compliance with the Agency’s policies and procedures;
• Create and maintain commercial and personal lines client accounts through EPIC (client/account management system);
• Implement policy change requests and endorsements;
• Order Loss Runs;
• Assist with creating and preparing insurance proposals;
• Learn the elements of a Certificate of Insurance (COI) and prepare COIs for distribution in all different types of coverage on personal and commercial accounts. Communicate with entities requesting COIs;
• Import client employee information (Employee Benefits);
• Assist with coordination and preparation of seminars and various client events throughout the year;
• Assist with Business Development and Marketing Research;
• Assist with quoting and account rounding projects;
• Maintenance and client setup on risk management and benefits software;
• Participate as a member of CAT (Catastrophic) Team;
• Perform other client service administrative tasks with increasing complexity;
• Attend and participate in various online and in-person seminars to increase knowledge of technical and soft skills;
• Work with our various value-added software we provide to our clients;
• Answer phone calls from clients and companies, and route them to the appropriate contact;
• Participate in various auditing projects for quality assurance purposes;
• Printing various proposals, open enrollment booklets, and other items for clients;
• Data entry projects within our client management system, EPIC;

And much more! This is not an exhaustive list of all duties and responsibilities. Other duties and responsibilities may be assigned.

REQUIRED QUALIFICATIONS:

• Florida 4-40, 2-15, or 2-20 License within 60 days of hire.
• High School degree; bachelor's degree preferred, but not required.
• Strong desire to learn and grow as an insurance professional.
• Minimum of 6 months of prior employment.
• Ability to maintain strict confidentiality.
• Proficient with Microsoft Word, and Outlook.
• Intermediate knowledge of Excel required.

COMPETENCIES:

• Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Respond to requests for service and assistance; Meets commitments.
• Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
• Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
• Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.
• Diversity - Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; Educates others on the value of diversity; Promotes a harassment-free environment; Builds a diverse workforce.
• Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
• Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.
• Judgment - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
• Motivation - Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated risks to accomplish goals.
• Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
• Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
• Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance Monitors own work to ensure quality.
• Quantity - Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly.
• Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
• Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
• Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals.; Completes tasks on time or notifies appropriate person with an alternate plan.
• Initiative - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.

WORK ENVIRONMENT: This job operates in a professional office environment. The overall noise level in the work environment ranges from low to moderate.

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