Office Administrator

Pan-American Life Insurance Group (PALIG) is seeking an Office Administrator to support the daily workplace operations of our New Orleans corporate office. This highly visible, in-office role works Monday through Friday during standard business hours and serves as the primary point of contact for employees, visitors, contractors, and vendors while ensuring a professional, organized, and welcoming workplace environment. The Office Administrator is responsible for front office administration, onboarding support, badge access management, workplace coordination, meeting and event support, vendor and invoice administration, and mailroom backup operations.

The ideal candidate is highly organized, customer-focused, detail-oriented, and thrives in a fast-paced corporate environment while balancing multiple priorities. This position offers the opportunity to play a critical role in workplace operations, employee experience, and business continuity across the organization.

• Manage daily office operations to ensure efficiency and professionalism
• Serve as the primary point of contact for internal staff and external visitors
• Support onboarding / offboarding logistics (workspace setup, badges, supplies)
• Support badge access system – employees, contractors, vendor, visitors, board members, etc. (activation, deactivation, photos, monthly audit)
• Assist with scheduling meetings, calendars, and conference room coordination with facilities administrator
• Prepare reports, presentations, and general correspondence as requested by manager
• Keep the employment engage displays up to date with information provided by Human Resources

• Track and process invoices, purchase orders, and vendor documentation in coordination with Corporate Administration and Facilities
• Manage the electronic fax process of sending and receiving e-faxes and distributing accordingly
• In coordination with the Facilities Administrator assist with in-house connection days and other as needed event planning (meetings, training, employee engagement activities)

• Serve as backup for all mailroom operations to ensure continuity
• Receive, sort, and distribute incoming mail, packages, and courier deliveries
• Prepare outgoing mail, including labeling, postage, and courier coordination
  
  Track and log accountable shipments (Fed Ex, UPS, certified mail)
• Ensure timely delivery of priority and confidential materials
• Maintain mailroom equipment (postage machines, scanners, shipping systems)
• Monitor and maintain inventory of mailroom supplies (envelopes, labels, shipping materials)
• Adhere to company security and compliance protocols for handling sensitive deliveries

• Deliver high-quality customer service to employees, visitors, and vendors
• Handle inquiries and resolve administrative or logistics-related issues
• Communicate clearly and professionally across multiple teams

• Ensure compliance with organizational policies and procedures
• Support workplace safety initiatives and emergency preparedness efforts in conjunction with Corporate Real Estate Manager
• Assist with audits, documentation, and operational tracking as needed for badge access, hybrid work tracking, parking management

• High School diploma or equivalent; an Associate's degree preferred
• 2 years of administrative or assistant experience; 4 plus years of assistant experience in a corporate setting is preferred
• Strong organizational and multitasking abilities
• Attention to detail and accuracy
• Excellent verbal and written communication
• Proficiency in Microsoft Office (Outlook, Excel, Word, Teams)
• Ability to operate mail/shipping systems and office equipment
• Bilingual English & Spanish…