Transtar - Office Manger

Office Manager

Full Time
- In Office Phoenix AZ

Reports to:

Controller

Pay Range: $50,000 to $60,000

Transtar Insurance Brokers, Inc. is a commercial insurance agency that specializes in transportation. Transtar has created a culture where our employees feel valued like they are part of our family. We invest in our employees, teaching them the skills needed to elevate them to higher positions within our company, turning jobs into lifelong successful careers. We listen to our employees’ ideas and suggestions, and we implement new processes based on these suggestions because we trust their knowledge and experience.

Celebrating our achievements together, as a team, we genuinely care about one another.

The Office Manager plays a critical role in ensuring the smooth day-to-day operations of the commercial insurance agency. This individual oversees administrative functions, supports agency leadership and producers, manages office systems and vendors, and helps maintain a professional, efficient, and compliant workplace. The ideal candidate is highly organized, proactive, and comfortable working in a fast-paced, client-focused environment.

• Oversee daily office operations to ensure efficiency and professionalism
• Maintain the overall cleanliness and organization of the office
• Manage office supplies, equipment, branding merchandise, vendor relationships, and other office needs
• Retrieve all incoming mail and ensure it is scanned and saved to the shared processing folder
• Develop, document, and improve administrative processes and workflows
• Coordinate calendars, meetings, and internal communications as needed
• Assist with travel arrangements for employees and business partners

• Provide administrative support to producers, account managers, and leadership
• Assist with onboarding and offboarding of employees
• Serve as a go-to resource for internal operational questions
• Help coordinate training, licensing, and continuing education

• Deposit incoming checks daily
• Process expense reports
• Add vendors in agency management system, and send invoices to accounting for processing
• Monitor budgets related to office operations and administrative expenses

• Maintain organized records, files, and documentation (digital and physical)
• Agency compliance requirements and carrier documentation
• Support licensing, appointments, and renewal tracking

• Occasionally interact with clients in a professional and courteous manner
• Support agency initiatives, projects, and events
• Represent the agency with professionalism internally and externally

• 3+ years of office management or administrative experience (insurance or financial services a plus)
• Strong organizational and time-management skills
• Excellent written and verbal communication skills
• Proficiency with Microsoft Office and/or Google Workspace
• High attention to detail and ability to manage multiple priorities
• Completion of our pre-employment assessment:

• Familiarity with agency management systems (e.g., Applied Epic)
• Knowledge of insurance licensing or compliance processes

• Highly organized and detail-oriented
• Proactive problem-solver with a service mindset
• Discreet and professional with confidential information
• Comfortable working independently and as part of a team
• Adaptable in a fast-paced, deadline-driven environment

• Health, dental, and vision insurance
• Paid time off and holidays
• Retirement plan options
• A supportive, collaborative work environment