Office Administrator (In-Office) - Alera Group

OVERVIEW

Alera Group Midwest, formerly GCG Financial LLC is seeking a Dynamic Office Administrator to join our team.

Alera Group was founded in 2017 and has grown to become the 15th largest broker of US business. We are passionate about our clients' success in the areas of Employee Benefits, Property and Casualty Insurance, Retirement Plan Services, and Wealth Services. With a network of offices nationwide, our commitment to collaboration allows us to offer national resources combined with local service.

RESPONSIBILITIES

Primary Responsibilities:

• Front Desk Management: Serve as the first point of contact and cultural ambassador for visitors, clients, and employees. Manage reception duties, including answering calls, greeting guests, and handling inquiries.
• Office Management: Oversee day-to-day office operations, ensuring a well-organized, tidy, and functional office. This includes proactive identification of needs, ordering and stocking office supplies, café snacks, managing equipment maintenance, keeping shared spaces organized, and coordinating with vendors. This also includes organizing repairs and scheduling services for office equipment or amenities (e.g., printers, refrigerators).
• Mail and Shipping: Handle all incoming and outgoing mail, including sorting, distributing, and processing shipments, couriers, and deliveries.
• Administrative Support: Provide support to various teams, such as scheduling meetings, maintaining shared calendars, assisting with travel arrangements, and providing ad-hoc team or project support as needed.
• Event Coordination: Assist in planning and executing company events, team meetings, and client visits, including catering, room setup, and equipment needs. Ensure clean-up at end of event or day (e.g., café clean-up at end of day on food days).
• Building Liaison: Act as the primary contact for building management and maintenance. Communicate building-related updates (e.g., maintenance, parking, closures, safety alerts) to the appropriate colleagues. Report issues or concerns to building management and follow up as needed. Participate in and coordinate building safety programs (e.g., fire drills, safety protocols including the AED and First Aid kits).
• Office supply and equipment liaison: Make sure that all supplies are filled and back-ups have been ordered and be certain that equipment (e.g., monitors, conference screens, copiers, etc.) is in working order with appropriate supplies on hand.
• Communications: Send internal communications regarding various building and office announcements (e.g., maintenance, parking, closures, celebrations, condolences).
• Expense Tracking: Assist with basic bookkeeping tasks such as monitoring office expenses, processing invoices, and liaising with the finance department as needed.
• Human Resources Support: Support HR activities, including coordinating new hire onboarding, ordering employee badges, and other people or logistics support as needed.

QUALIFICATIONS

Required Skills:

• In-office attendance required on all business days (generally 5 days per week).
• Strong Organizational Skills: Ability to multitask, prioritize tasks, and manage time effectively.
• Excellent Communication Skills: Professional and friendly communication, both in-person and over the phone, with attention to customer service.
• Proficiency in Office Software: Comfortable with Microsoft Office Suite (Word, Excel, Outlook). Understanding of office technology and collaboration tools, able to troubleshoot quickly (e.g. conference room Zoom).
• Problem-Solving: Ability to anticipate office needs and proactively solve issues as they arise.
• Attention to Detail: Accuracy in managing documents, scheduling, and handling finances.

Experience:

• Prior experience as an office administrator, office assistant, or receptionist is preferred.
• Experience in general office management, customer service, or administrative support.
• Familiarity with bookkeeping or expense management is a plus.

Ideal Characteristics:

• Adaptability: Comfortable working in a dynamic environment and handling a range of responsibilities.
• Professionalism: Approaches tasks with integrity, responsibility, and discretion.
• Self-Starter: Takes initiative