Office Administrator

Job description

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. KEY FUNCTIONS: General Office Administration: 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 Operational & Event Support: 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) Mailroom Operations Support: 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 (FedEx, 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 Customer Service & Communication: 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 Compliance & Safety: 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 KEY REQUIREMENTS & SKILLS: 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 is a plus but not required What We Offer: Competitive compensation package (base salary & bonus incentive) Comprehensive benefits, including medical, dental, 401(k), paid time off, and tuition reimbursement Medical and dental coverage effective the first of the month following 30 days of service About Us: Pan-American Life Insurance Group (PALIG) serves the life, accident, and health insurance needs of individuals and businesses across 49 U.S. states, the District of Columbia, Puerto Rico, and the U.S. Virgin Islands through its U.S.-based member companies—Pan-American Life Insurance Company and Pan-American Assurance Company. At PALIG, our employees are our greatest asset. We value collaboration, trust, and the confidence of our policyholders. Our long-standing commitment to excellence continues to drive our success. Pan-American Life is an Equal Opportunity Employer and a Drug-Free Workplace.