Operations Administrator Grand Rapids, MI

Operations Administrator

Who We Are

At HUB International, we are a team of entrepreneurs. We believe in empowering our clients, and we do so by protecting businesses and individuals in our local communities. We help businesses evaluate their risks and develop solutions tailored to their needs. We believe in empowering our employees. As a global firm, we offer employees resources in both technology and industry expertise, but we still maintain the local flavor of our offices. Our structure enables our teams to maintain their own unique, regional culture.

HUB is the 5th largest global insurance and employee benefits broker, providing a broad array of property, casualty, risk management, life and health, employee benefits, investment and wealth management products and services. With over 15,000 employees in 500 offices throughout North America, HUB has grown substantially, in part due to our industry leading success in mergers and acquisitions.

What We Offer You

At HUB International we want you to achieve an even work-life balance, and our benefits package allows you to manage your health, wellness, and financial future. HUB International will foster your learning, support your endeavors, and encourage your growth. We provide opportunities for career-driven individuals to move upward in our organization. Our success breeds your opportunity!

Benefits you may enjoy working at HUB International Midwest-East:

  • Medical, Dental, and Vision (PPO, HMO, and HSA)

  • Comprehensive Wellness Program

  • 401(k) Retirement Plan

  • Life and Disability Plans

  • Vacation, Holiday, Sick, and Personal Time Off

  • Spending Accounts

  • Pet Insurance

  • Comprehensive Onboarding Program

  • Continuing Education / Personal Development Programs

  • Flexible Work Arrangements

  • Employee Engagement Events

  • Dress for Your Day Dress-Code

  • Recognition Rewards Program

  • Service Awards

Here’s Where You Come In

The Operations Administrator works closely with the COO and the Operations team to support the administrative work for our offices and teams. In this role, you will be responsible for managing the front desk, answering phones, processing inbound and outbound mail, scanning checks, completing print jobs and administrative requests, and supporting our Facilities Manager with supply orders, office updates, IT tickets and more. The ideal candidate is both a team player and self-starter who is able to work with minimal direction while maintaining high levels of service and quality.

Job Responsibilities:

  • Manage the front desk of our Grand Rapids headquarters, including managing the front door and greeting employees and guests.

  • Assist with onsite events and preparation.

  • Answer multi-line phone system, determine purpose of callers, and forward calls to appropriate personnel or department in a friendly and professional manner.

  • Answer questions about the organization and provide callers with address, directions, and other information as required.

  • Take and deliver messages, voicemails, and faxes.

  • Provide administrative support for all departments including faxing, printing, filing, photocopying, data entry, scanning, binding, and collating.

  • Prepare and process bank deposits, checks, and payments from clients and carriers.

  • Manage check scanning software and systems including updates and installation for new teams as needed.

  • Print and mail installments.

  • Submit all agency and direct bill commission statements to the appropriate parties.

  • Create, update and print Excel spreadsheets and PowerPoint presentations as needed.

  • Process inbound, outbound, and overnight mail.

  • Manage supplies and supply orders for all offices.

  • Support team with processing new hire and termination IT tickets for staff and equipment.

  • Process IT tickets for book rolls of staff in EPIC and BenefitPoint systems as needed.

  • Manage all carrier appointments and logins for staff.

  • Support teams with carrier outreach and questions regarding direct bill payments.

  • Work with Facilities Manager on office moves, renovations, maintenance, IT tickets, and more.

  • Manage and maintain onsite equipment and resources including copy machines.

  • Support Operations team with $activity management, system audits, value add transactions, data steward console management, and more.

  • Assist with gathering of information needed for new M&A teams.

  • Identify areas for continuous process improvement and support Operations team in implementing workflow and resource changes.

  • Develop and maintain strong relationships with regional and corporate leaders and other key staff.

  • Foster team behavior and a sales-oriented department culture.

  • Follow agency procedures and insurance company regulations.

  • Perform other duties as assigned.

Cultural Expectations:

  • Determination – unsatisfied until we are the best. We go the extra mile for clients and colleagues.

  • Ownership – Responsible to each other, our clients, and our goals.

  • Teamwork – Together we attain greater success.

  • Sincerity – Giving and receiving direct and caring communication.


  • Strong focus on customer service and dedication to supporting the needs of both customers and colleagues.

  • Excellent customer service, interpersonal skills, and telephone etiquette.

  • Task and detail oriented with strong organizational and time management skills.

  • Must be professional in appearance and demeanor.

  • Strong oral and written communication skills including both technical and non-technical.

  • High School diploma or equivalent. Bachelor’s degree preferred.

  • Must be a self-starter with the ability to work in a fast-paced environment and under pressure without comprising quality or service.

  • Work with minimal supervision.

  • Maintains a high level of professionalism, integrity, and trust at all times.

  • Keeps commitments; keeps others informed of work progress, timetables, and issues; addresses problems and issues constructively to find mutually acceptable and practical business solutions.

  • 2 years of related administrative experience, or an equivalent combination of education and experience preferred.

Department Office Administration & Clerical

Required Experience:

Required Travel:

Required Education:

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 athttp://www.dol.gov/ofccp/regs/compliance/posters/ofccpost.htm.

EEOAA Policy

E-Verify Program

We endeavor to make this website accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact the US Recruiting Team toll-free at (844) 300-9193 orUSRecruiting@hubinternational.com. This contact information is for accommodation requests only; do not use this contact information to inquire about the status of applications.

Hi, we’re HUB.

In a rapidly changing world, we advise businesses and individuals on how to prepare for the unexpected.

When you partner with us, you're at the center of a vast network of experts who will help you reach your goals through risk services, claims management, and compliance support.

And this gives you the peace of mind that what matters most to you will be protected — through unrelenting advocacy and tailored insurance solutions that put you in control.

About HUB International

Headquartered in Chicago, Illinois, HUB International Limited (HUB) is a leading full-service global insurance broker providing property and casualty, life and health, employee benefits, investment and risk management products and services. From offices located throughout North America, HUB’s vast network of specialists provides peace of mind on what matters most by protecting clients through unrelenting advocacy and tailored insurance solutions. For more information, please visit hubinternational.com.