Office Manager – Downtown Portland, Maine

About the role

We are looking for an organized Office Manager to be the heartbeat of our downtown Portland office. You will ensure smooth daily operations, support a high‑performing team, and help create a positive workplace experience.

Key responsibilities

• Manage general office functions including mail, supply inventory, inter‑office communications, filing, and invoice processing.
• Serve as the primary contact for inquiries, deliveries, and vendor/contractor relationships.
• Organise and execute mailings, print and assemble meeting materials, and update agendas for weekly team meetings.
• Liaise with the IMA IT team on equipment orders, installations, and information‑security policies.
• Maintain equipment inventories, preventative‑maintenance schedules, and subscription renewals.
• Coordinate training, onboarding, and ongoing compliance reporting.
• Plan and support internal and external events, trade shows, and broker appointment applications.
• Prepare monthly expense reports and manage various weekly, monthly, and ad‑hoc reporting.

Required profile

• Minimum 2 years experience in office administration, marketing or sales support.
• Strong communication, organizational and interpersonal abilities.
• Proactive initiative, excellent follow‑up and ability to prioritize multiple requests.

Required skills

• Microsoft Office suite – Excel, PowerPoint, Word.
• Microsoft Teams, Forms, OneDrive.
• Experience with CRM systems and mail‑merge tools.
• Familiarity with Canva and Zoom.

What we offer

• Competitive salary $39,000‑$46,800 USD per year.
• Benefits‑eligible part‑time (30 hours/week) permanent position.
• Paid parking and office with water views in downtown Portland.
• Opportunities for professional growth within the IMA family.