Office Manager and Project Coordinator

About SPG

Specialty Program Group (SPG) is the wholesale & MGA division of HUB International (5th Largest Global Broker). SPG acts in a holding company capacity acquiring best in class underwriting businesses to operate independently under discrete brands (portfolio companies).

PPIB Summary

Professional Program Insurance Brokerage (PPIB) is a specialty commercial insurance agency that provides comprehensive coverage nationwide for niche markets such as tattoo studios, medispas, and pyrotechnics.

Summary 

This position combines the administrative and logistical responsibilities of keeping the office running with the strategic focus needed to guide projects to successful completion. By staying organized, keeping lines of communication open, and managing resources effectively, you help create an environment where both daily operations and long-term projects thrive.

Essential Functions

• Answer phone calls from clients and brokers

• Oversight and organization of documents within shared network drive and intranet

• Coordination of employee lunches/events

• Tracking and follow up on projects to ensure deadlines are met

• Assist with updates to internal and external documents, as well as creation of new documents

• Facility management

• Maintain various reports and track receipt of such from outside parties

• Handle distribution of shared mailboxes, as well as physical mail

• Submit vendor invoices for payment

• Travel management

• Take notes in meetings, record action items

• Meet regularly with leadership team

• Perform other duties as assigned

Competencies to be expected within 6 months of employment

• Understand PPIB Office Workflows and Processes

• Understand Overview of PPIB Programs

Requirements:

• Strong, demonstrable skills in Excel, Word, Adobe, and similar programs with special focus on formatting and use of tables

• 3-5 years minimum in office environment

• Passion for details and accuracy

• Strong logical and critical thinking

• Problem solving skills / enjoys puzzles

• Excellent organizational and time management abilities

• Flexible with change and juggling priorities

Other Duties
Please note 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. 

Additional Info:

• Full Time Employee working at our Petaluma, CA office location (Not compatible with remote work)

Work Hours M-F 8:30AM to 5:00PM Pacific Time

Disclosure required under applicable state or municipality regulations: The expected salary range for this position is $65,000 to $75,000 and will be impacted by factors such as the successful candidate’s skills, experience and working location, as well as the specific position’s business line, scope and level. HUB International is proud to offer comprehensive benefit and total compensation packages which could include health/dental/vision/life/disability insurance, FSA, HSA and 401(k) accounts, paid-time-off benefits, and eligible bonuses, equity and commissions for some positions.

#SPG

Department Office Administration & Clerical

Required Experience: 2-5 years of relevant experienceRequired Travel: No Travel Required

Required Education: High school or equivalent

HUB International Limited is an equal opportunity and affirmative action employer that does not discriminate on the basis of race/ethnicity, national origin, religion, age, color, sex, sexual orientation, gender identity, disability or veteran's status, or any other characteristic protected by local, state or federal laws, rules or regulations. The EEO is the Law poster and its supplement is available here at http://www.dol.gov/ofccp/regs/compliance/posters/ofccpost.htm .

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