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Office Coordinator


OR - Portland

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General Description: The Office Coordinator oversees various business functions, such as Reception, Mail Room, and other administrative duties.

Work Schedule: This role will work three 7.5 hour days per week, for a total of 22.5 hours per week. All work will be done in office with no remote opportunity. This role is considered full time and it will include the benefits of any other full-time position at USI.


  • Manage all office administration functions including, but not limited to, reception, administration, front end scanning, CRM, office supplies and mailroom.
  • Provides direction and oversight regarding building maintenance, mail delivery, and administration workflow.
  • Set priorities and manage workflow to ensure efficiencies.
  • Primary relationship manager for building management/tenant services.
  • Manage office furniture needs, including installation and repairs
  • Manage office moves (internally) and project manages moves upon lease expiration to new buildings/facilities.
  • Participate and/or act as project manager for office moves and/or construction projects.
  • Coordinate security/medical response when necessary.
  • Ensure and/or facilitate the following:
    • Timely and accurate processing and distribution of incoming and outgoing mail.
    • Collection of personal postage due.
    • Office and kitchen supplies ordered and stocked.
    • Phone lists updated and distributed regularly.
    • Onsite and offsite file storage.
    • Management of outside vendors (coffee, office supplies/furniture, etc.).
  • Primary Key Operator and vendor liaison for phone system, printers, copiers, and fax equipment.
  • Back up Receptionist and Admin Assistant.
  • Other duties as assigned.

Knowledge, Skills and Abilities:
  • Strong customer service approach and positive "customer-first" attitude
  • Ability to maintain composure and professionalism in times of stress
  • Ability to act and operate independently with minimal daily direction from manager to accomplish objectives
  • Attention to detail and ability to grasp complex systems and processes
  • Ability to work effectively during times of organizational stress, ambiguity, and change
  • Ability to learn new concepts quickly and effectively
  • Proficiency with email and Microsoft Office applications
  • Excellent communication and interpersonal skills
  • Ability and desire to work cooperatively and collaboratively with all levels of employees, management, vendors, and external agencies
  • Minimum of 2 years experience in administration and management
  • Familiarity with and ability to troubleshoot printers/computer/copiers/fax/phone systems

Why USI?
With over $2 billion in revenue and more than 9,000 associates located in approximately 200 offices across the country, USI is one of the largest insurance brokerage and consulting firms in the world.

At USI, we have created one of the most dynamic personal and professional development cultures in the industry. We invest heavily in our associates, and we take pride in celebrating their growth and success through our one-of-a-kind employee reward and recognition programs. We invite you to learn more about what makes USI an exceptional place to work!

Unrivaled Resources and Support
The USI ONE Advantage® allows USI to deliver unique solutions to our clients. This value proposition provides unmatched growth and opportunity for our associates and, at its core, represents a significant investment in our people.

Unique Employee Programs and Deep Community Engagement
We turn care into action with our award-winning wellness program, college scholarships for associates' children, and financial help in times of need. Our annual community service initiative engages associates in hands-on regional service projects helping hundreds of thousands of people each year.

Industry-Leading Associate Rewards and Recognition
In addition to competitive pay, incentives, and benefits, USI recognizes associates through our Summit Awards program, rewarding excellence in those who build our brand each day.

Committed to a Diverse and Inclusive Work Environment
USI values diversity and is committed to ensuring a fair, diverse, and inclusive work environment for all. Our diversity, equity and inclusion program, "I'm With U," advances these initiatives to champion our team members and the communities we serve.

Nationally Recognized as a Top Insurance Workplace

  • Recognized as one of Insurance Business America’s Top Insurance Employers for five consecutive years (2018-2022).
  • Named to Business Insurance’s annual list of the Best Places to Work in Insurance three years in a row (2020-2022).
  • Gold recipient, American Heart Association’s Workplace Health Achievement Index, three years in a row (2018-2021).

USI is committed to providing a full-suite of competitive benefits for our growing population and its diverse needs. We offer a wide range of health, welfare and financial benefits including medical, wellness, dental and vision, 401(k), flexible spending and health savings accounts, short and long-term disability, life insurance and other unique employer-sponsored and voluntary programs. USI also offers a generous paid time off policy, paid family leave benefit as well as paid holiday time.

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Notice to 3rd Party Recruiters

Notice to Recruiters and Agencies regarding unsolicited resumes or candidate submissions without prior express written approval.
Resumes submitted or candidates referred to USI Insurance Services by any external recruiter or recruitment agency by any means (including but not limited to via Internet, e-mail, fax, U.S. mail and/or verbal communications) without a properly executed written contract for a specified position by an authorized member of the Talent Acquisition team become the property of USI Insurance Services. The Company will not be responsible for, or owe any fees associated with, referrals of those candidates and/or for submission of any information, including resumes, associated with individuals.

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