FBSPL
Overview
Job Title: Office Manager
Location: Far Rockaway, NY
Reports To: Chief Operating Officer (COO) / Agency Principal
Experience Required: 5–8 years in office administration, preferably in insurance, financial services, or professional services.
The Office Manager is responsible for ensuring the smooth day-to-day operations of the agency. This role requires excellent organizational skills, attention to detail, and the ability to manage administrative functions that support client service, compliance, and operational efficiency. The Office Manager will be the backbone of the agency’s internal operations, ensuring staff and leadership have the tools and support needed to deliver exceptional service.
Responsibilities
- Administrative & Office Operations
- Answering phones, handling checks, and paying to carriers.
- Oversee daily office functions, including scheduling, correspondence, filing, and supplies management.
- Maintain accurate records, databases, and compliance documentation in line with insurance regulations.
- Manage office facilities, technology tools, and vendor relationships.
- Support to Leadership & Staff
- Provide administrative support to executives and managers (reports, scheduling, travel, meetings).
- Assist with onboarding, training coordination, and staff support needs.
- Coordinate communication and information flow across departments.
- Financial & Compliance Support
- Assist with billing, invoicing, and expense tracking.
- Support compliance efforts by maintaining required documentation and ensuring adherence to agency and carrier standards.
- Help prepare reports and presentations for leadership.
- Client Service Support
- Respond to general client inquiries and route them to the appropriate team members.
- Ensure a professional, client-friendly atmosphere in the office.
- Support customer service teams with administrative needs to ensure timely responses.
Qualifications
- 5–8 years of office management or administrative experience (insurance or financial services background a plus).
- Strong organizational, multitasking, and problem-solving skills.
- Proficiency in Microsoft Office Suite and agency management systems (Ezlynx, or similar a plus).
- Excellent written and verbal communication skills.
- Experience handling sensitive and confidential information with integrity.
- Highly organized and detail oriented.
- Strong interpersonal skills and ability to work across teams.
- Proactive, resourceful, and adaptable in a fast-paced environment.
- Client-service mindset with professional demeanor.