Office Administrator & Operations

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 offeringPosition OverviewThis position helps maintain an organized, professional, and efficient workplace while supporting employees, Operations, and company leadershipKey ResponsibilitiesOffice 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 inboxIdentification and appropriate assignment of missing policy listSupport Licensing & Appointment Specialist with Producer/User carrier appointments when necessaryAssist 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.