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IMA Financial Group

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Office Manager (Portland, Maine)

IMA Financial Group

Portland, ME Administrative 2d ago

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Office Manager (Portland, Maine)

IMA Financial Group · Portland, ME

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Administrative Portland Posted May 7, 2026

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.

Salary Range

$39,000—$46,800 USD

Compensation & Benefits

Being a part of IMA has its benefits. When you become part of the IMA family, you become eligible to take part in our valuable benefits and rewards package designed to benefit you, your family, and your life. Our plans are cost-effective, convenient and provide progressive ways for staying healthy, protecting loved ones, pursuing financial security and living a full and balanced life. This role is eligible for the following:

Annual Performance Bonus, Stock Purchase, Medical Plans, Prescription Drugs, Dental, Vision, Family Assistance Program, FSA, HSA, Pre-Tax Parking Plan, 401(k), Life/AD&D, Accident, Critical Illness, Hospital Indemnity, Long Term Care, Short-term Disability, Long-term Disability, Business Travel Accident, Identity Theft, Paid Time Off, Flexible Work Options, Paid Holidays, Sabbatical, Gift Matching, Well-Being Stipend, Personal and Professional Development. In addition to our robust benefits package, the final offer amounts will depend on a variety of factors, including the candidate’s geographic location, prior relevant experience, and their knowledge, skills, and abilities.

*These benefits do not apply to internship roles.

Why Join IMA?

We’ve built a reputation for putting our associates first

What if we told you that you could be an integral part of an entrepreneurial, expanding company, develop lasting relationships, earn competitive benefits, plus claim part ownership? It’s this unique ownership business model that makes working at IMA so appealing.

We work in teams. We sell in teams. We win and prosper as a team

We provide support systems and resources that enable each of our associates to focus on what they do best. And as an independent company based in the Midwest, we’re big enough to write business all over the world and small enough to implement your ideas quickly.

We are recognized nationally as a leader in our industry

2020-2023 Business Insurance Magazine Best Places to Work in Insurance
2023 Inc. Magazine’s Best Workplaces
2023 Denver Business Journal’s Best Places to Work
2022-2023 Connecticut Top Work Places
2021-2023 Inc. 5000’s List of Fastest Growing Companies
2019-2022 Civic 50 Colorado Honoree Recognizing 50 Most Community-Minded Companies
2022-2023 Kansas City Business Journal’s Best Places to Work
2021-2023 Charlotte Business Journal’s Best Places to Work
2021-2023 Los Angeles Business Journal’s Best Places to Work
2021-2023 The Salt Lake City Tribune Top Work Places
2021-2022 Puget Sound Business Journal’s Washington’s Best Workplaces
2021-2022 Wichita Business Journal’s Best Places to Work, #1 in extra-large category
2021 Dallas Business Journal’s Best Places to Work
2021 Alaska Journal of Commerce’s Best Workplaces in Alaska

This Job Description is not a complete statement of all duties and responsibilities comprising this position.

The IMA Financial Group, Inc. provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, The IMA Financial Group, Inc. complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities.

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