Office Manager (Marketing Assistant)

About Us:

HUB Financial Services stands out as an industry leader in effectively managing lending risk associated with loan-level collateral for financial institutions. Whether you’re dealing with real estate owned, residential real estate, commercial real estate, auto, watercraft, RV, powersport, or equipment portfolios, our outsourced insurance tracking, blanket, and impairment programs are designed to address lending risk comprehensively.

Our commitment to tailoring solutions means we create a unique strategy for each client and portfolio.

Position Summary:

This role requires an individual who is well-organized and is passionate about providing exceptional service to everyone they encounter. The Office Manager reports to the President of Hub Financial Services (“HFS”), with a dotted line reporting to the Managing Director and HR lead of HFS. Key responsibilities include general office and common area management, arranging employee engagement and volunteer events, and providing administrative support to the entire office. All tasks and responsibilities must be performed with enthusiasm and optimism.

Scope of Responsibilities:

• Manage the Reception desk Monday-Friday 8am-5pm. Answer phone calls and direct calls. Greet visitors and ensure to follow visitor protocols.

• Take the lead on internal communications, with a minor focus on marketing and style. (sending out email blasts, updating internal televisions)

• Work with the HFS Business Continuity Chair to support all Business Continuity-related efforts.

• Oversee the general cleanliness, good order, and professional appearance/impressions for the office.

• Assist with facility management (i.e. work with building management company as needed).

• Ensure the common areas (kitchen and front area) are clean, working, and stocked.

• Communicate with vendors for kitchen appliances/food market.

• Provide back-up assistance to the office, mailroom, and managers as needed.

• Assist in organizing employee engagement events, office events, and volunteer events.

• Maintain inventory of office/breakroom/mail supplies.

• Lead the HFS Social Committee team with the goal of engaging both in-office and virtual team members.

• Support the President, Sales Team, and Design Manager in any tasks assigned.

• Assist when needed with projects/events.

• All other duties assigned.

Desired Skills & Experience:

• High attention to detail is required

• Skills testing may be required

• Experience working with community bank bond / D&O / property and casualty insurance programs is preferred

• Above-average telephone techniques and the ability to communicate effectively with prospective and existing clients, as well as other staff members

• Proficiency with Microsoft Office Suite (Word, Excel, Outlook)

• Ability to utilize the company’s computer system and software

• Ability to understand policy forms and coverage descriptions is preferred

• Passion for marketing and branding preferred

• Organizational skills required

Physical Demands:

Work Location:

In-office

Schedule:

Monday-Friday 8:00am-5:00pm CT with an hour lunch.

Working Conditions:

• A shared office environment with moderate noise levels (e.g., phone conversations, typing)

• Frequent use of computer monitors, keyboard, and mouse

• Extended viewing of multiple screens for seven or more hours a day.

• Extended periods of sitting.

All duties and responsibilities outlined in this position are considered essential job functions, and reasonable accommodations will be made to enable individuals with disabilities to perform them. The requirements listed represent the minimum knowledge, skills, and abilities necessary to perform the job proficiently. This description is not exhaustiv