The Office Administrator & Operations Support role serves as a key resource for AAI’s day-to-day office operations and administrative needs.
Why Join AAI?
- Ground-floor opportunity to help shape a modern, technology-forward insurance brokerage.
- Access to relationships with approximately 80 insurance carriers, expanding the range of placement options available to clients and Producers.
- Incredibly robust employee benefits and 401K offering
Position Overview
This position helps maintain an organized, professional, and efficient workplace while supporting employees, Operations, and company leadership
Key Responsibilities
Office Administrator:
- Serve as the primary point of contact for incoming phone calls, general inquiries, and office visitors.
- Monitor and respond to or appropriately route general office voicemails and correspondence.
- Coordinate incoming and outgoing mail, packages, courier services, and shipping needs.
- Maintain office supplies, monitor inventory levels, and place orders as necessary.
- Coordinate office vendors and routine services, including shredding, deliveries, maintenance, and other facility-related needs.
- Help maintain an organized, professional, and welcoming office environment.
- Coordinate office gatherings, employee events, meetings, lunches, and other company functions.
- Assist with conference room preparation and meeting logistics.
- Maintain office records, administrative files, contact lists, and other general documentation.
- Coordinate with building management and outside vendors regarding routine office or facility needs.
- Track office-related invoices, receipts, subscriptions, and vendor documentation and route them to the appropriate department for processing.
- Assist employees with general administrative and office-related questions.
- Identify day-to-day office issues and take initiative to coordinate appropriate solutions.
Operations Support:
- Provide administrative support to the Operations team and company leadership as needed.
- Lead organization of Admin email inbox
- Identification and appropriate assignment of missing policy list
- Support Licensing & Appointment Specialist with Producer/User carrier appointments when necessary
- Assist with preparing, organizing, updating, and maintaining internal documents, forms, spreadsheets, and reports.
- Support data entry and record-maintenance activities, ensuring information is complete and accurate.
- Assist in coordinating special projects and company-wide initiatives.
- Provide back-up administrative support to other departments during periods of increased workload or employee absence.
- Help identify opportunities to improve administrative processes, organization, and office efficiency.
- Perform other administrative and operational duties as assigned based on business needs.
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Contact Details:
Affordable American Insurance Recruitment Team
