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.
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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Company Culture
Change makers. Employee owners.
We’re hiring do-ers, go-getters, and the owners of tomorrow at IMA as we build the brokerage of the future.
See what it feels like to be supported by IMA on your career journey.
