Office Administrator

Location: 4675 MacArthur Court, Suite 750, Newport Beach, CA 92660 Come join our team! There are many reasons why EPIC Insurance Brokers & Consultants has become one of the fastest-growing firms in the insurance industry. Fueled and driven by capable, committed people who share common beliefs and values and “bring it” every day, EPIC is always looking for people who have “the right stuff” – people who know what they want and aren’t afraid to make it happen. Headquartered in New York City and founded in 2007, our company has over 4,000 employees nationwide. With locations spread out across the U.S., our local market knowledge and industry expertise helps support our clients' regional and global needs. We have grown very quickly since our founding, and we continue to see growth and success thanks to our hard-working and growth-minded employees. Our core values are: Owner mindset, Inspire trust, Think big, and Drive results. If these values and growth align with what you're looking for in your next career? Then consider joining our amazing team! LOCATION: The role is located out of our Newport Beach, CA office with an in-office presence 5 days a week SUMMARY: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below represent the knowledge, skill, and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. The tasks and the reporting structure will evolve. This position must be flexible and adapt to an ever-changing environment. The Office Administrator supports the day-to-day operations, productivity, and employee experience of the Newport Beach office by serving as the primary resource for office administration, facilities coordination, workplace technology support, onboarding, event planning, vendor management, and front desk operations. This role is responsible for maintaining a professional, welcoming, and efficient office environment for employees, clients, carriers, vendors, and visitors. The ideal candidate is highly organized, service-oriented, and proactive, with strong communication, problem-solving, and multitasking skills. This position requires the ability to manage multiple priorities, provide exceptional internal and external customer service, and support the evolving needs of a fast-paced business environment. This position requires onsite attendance Monday through Friday. ESSENTIAL DUTIES AND RESPONSIBILITIES: Answer phones, route calls, and professionally greet visitors, clients, vendors, and Serve as a primary office resource by providing information and support to employees and Create and maintain a professional, organized, and welcoming office environment through daily office readiness activities and opening and closing inspections. Ensure conference rooms, Zoom rooms, common areas, and kitchen facilities are operational, stocked, and meeting ready. Manage conference room calendars, workspace reservations, and seating assignments through Coordinate internal meetings, client meetings, Lunch & Learns, carrier presentations, and employee events, including catering and room setup. Process incoming mail, including scanning and distributing documents electronically to the appropriate recipients. Coordinate outgoing package deliveries (FedEx, UPS, etc.), including large-scale mailings and presentation shipments. Order and maintain office supplies, printer inventory, beverages, snacks, and kitchen Coordinate onboarding and offboarding activities, including workstation setup, equipment, office access, parking credentials, welcome materials, and employee orientation support. Act as a liaison with Human Resources, Information Technology, Finance, Accounting, Building Management, and external vendors. Provide first-level troubleshooting for Zoom rooms, conference room technology, monitors, printers, and general office technology including tracking IT equipment orders and local inventory Coordinate facilities maintenance requests, office repairs, security access, HVAC requests, parking services, shredding services, and vendor relationships. Submit corporate card expense reports, vendor invoices, and support financial and commission-related document processing. Manage P&C Carrier Access, including level one help desk support (password resets, ) Support presentation preparation, printing, binding, mailing campaigns, and special administrative Submit vendor invoices to Accounts Payable for processing and maintain related records. Adopt and leverage AI tools to improve operational efficiency, productivity, and enhance business operations. KEY COMPETENCIES: Excellent troubleshooting, decision making, project management, and problem-solving skills Exceptional customer service skills with the ability to interact professionally with employees, executives, clients, carriers, vendors, and visitors. Strong attention to detail and time management abilities Strong ability to multi-task and assign priority Ability to work effectively and efficiently both with and without direct supervision Strong interpersonal communication skills, both written and verbal Advanced knowledge of navigating the Internet as well as various Microsoft Office programs, including Excel, Access, Outlook, Word, Smartsheet, and PowerPoint Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands Must have a high level of interpersonal skills to handle sensitive and confidential situations Must demonstrate a high level of poise, tact, and diplomacy Must be able to work in a collaborative, team-focused environment across multiple segments EDUCATION and EXPERIENCE: Associate degree or equivalent educational training or business experience 2 years of experience providing administrative support in a corporate environment TRAVEL: No travel required PHYSICAL DEMANDS: The physical demands described here represent those that must be met by an employee to perform the essential functions of this job successfully. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is regularly required to move around, sit, use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. Specific vision abilities required by this job include close vision and the ability to adjust focus. Ability to lift 35 pounds. WORK ENVIRONMENT and ENVIRONMENTAL CONDITIONS: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. The noise level in the work environment is usually moderate. There is no or minimal exposure to physical risk. OTHER DUTIES: Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice. The national average salary for this role is $60,000 to $65,000 in base pay and exclusive of any bonuses or benefits. The base pay offered will be determined based on your experience, skills, training, certifications and education, while also considering internal equity and market data. WHY EPIC: EPIC has over 60 offices and 4,000 employees nationwide – and we’re growing! It’s a great time to join the team and be a part of this growth. We offer: Generous Paid Time off Managed PTO for salaried/exempt employees (personal time off without accruals or caps); 22 PTO days starting out for hourly/non-exempt employees; 12 company-observed paid holidays; 4 early-close days Generous leave time options: Paid parental leave, pregnancy disability and bonding leave, and organ donor/bone marrow donor leave Generous employee referral bonus program of $1,500 per hired referral Employee recognition programs for demonstrating EPIC’s values plus additional employee recognition awards and programs (and trips!) Employee Resource Groups: Women’s Coalition, EPIC Veterans Group Professional growth & development: Mentorship Program, Tuition Reimbursement Program, Leadership Development Unique benefits such as Pet Insurance, Identity Theft & Fraud Protection Coverage, Legal Planning, Family Planning, and Menopause & Midlife Support Additional benefits include (but are not limited to): 401(k) matching, medical insurance, dental insurance, vision insurance, and wellness & employee assistance programs 50/50 Work Culture: EPIC fosters a 50/50 culture between producers and the rest of the business, supporting collaboration, teamwork, and an inclusive work environment. It takes both production and service to be EPIC! EPIC Gives Back – Some of our charitable efforts include Donation Connection, Employee Assistance Fund, and People First Foundation We’re in the top 10 of property/casualty agencies according to “Insurance Journal” To learn more about EPIC, visit our Careers Page: https://www.epicbrokers.com/about/epic-careers/ . EPIC embraces diversity in all its various forms—whether it be diversity of thought, background, race, religion, gender, skills or experience. We are committed to fostering a work community where every colleague feels welcomed, valued, respected and heard. It is our belief that diversity drives innovation and that creating an environment where every employee feels included and empowered, helps us to deliver the best outcome to our clients. California Applicants - View your privacy rights at: https://www.epicbrokers.com/wp-content/uploads/2025/01/epic-ca-employee-privacy-notice.pdf . Massachusetts G.L.c. 149 section 19B (b) requires the following statement: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability. #LI-LL1