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Office Manager

Alternate Locations:

OR - Portland

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General Description: The Office Manager oversees various business functions, such as Reception, Mail Room, and other administrative staff. The Office Manager not only manages the work of other employees, but they will perform a wide range of tasks themselves in the role.


  • Manage all office administration functions and personnel 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.
  • Review and approve time sheets for direct reports.
  • Monitor direct reports' performance and provide feedback and motivation.
  • Perform quarterly and/or annual associate performance reviews.
  • Aid in interviews and new associate hiring process for administrative services staff.
  • Set priorities and manage workflow to ensure efficiencies.
  • Conduct team staff meetings.
  • Act as escalation point for client issues relating to direct reports.
  • 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.

HR Responsibilities (include but not exclusive to the following):

·       Partner with management and department managers to address employee relations issues including but not limited to performance and behavioral problems, development plans, position eliminations, restructuring, and investigations (partner with CHRO as needed).

·       Provide proactive employee relations guidance to resolve employee issues and ensure the organization’s compliance with policies, procedures, federal and state regulations. Actively manage, coach and act on under performers. 

·       Administer performance management process which includes performance review preparation and merit increase determination; educate employees and managers on the process; provide corporate with requested information.

·       Identify and escalate potential problems such as harassment or violations of USI policies.

·       Under the guidance of the RCHRO, counsel managers and facilitate formal disciplinary actions including terminations.

·       Comply with policies and procedures with regard to terminations including preparing necessary departing paperwork for employee, conducing exit interviews, gathering company property, informing unemployment divisions.

·       Partner with Business Unit Leaders, Regional Chief HR Officer, and Regional HR Business Partner.

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
  • Bachelor’s degree required with a preference in Human Resources Administration or related field preferred.
  • 1-2 years of human resources experience preferred.
  • Strong communication and presentation skills.
  • Must be able to make recommendations effectively to resolve problems and ensure policies, procedures, and regulations are maintained.
  • Basic core competence in employee relations with superior interpersonal skills.
  • Must be successful working independently with limited supervision.
  • Strong computer skills including Microsoft Office and HRIS system experience. 

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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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