Office Coordinator

Shape the Future of Financial Services

At MassMutual Great Lakes, your journey is about more than a job. As a key team member, you are not just joining an organization; you are embracing a culture of excellence and growth. This full-time position is an opportunity to make a profound difference in the well-being of the communities we serve. Be part of something bigger, where each day, you contribute to making lives better.

As the Office Coordinator you will engage with and provide support to our advisors, team members, and policy owners. The ideal candidate is detail-oriented and resourceful, as you will be responsible for supporting office operations to create a productive and engaging work environment.

Responsibilities

Client Experience & Office Operations

• Create an environment that makes a lasting impression on guests and team members.
• Lead office logistics, including event support, catering coordination, and hospitality details for meetings and trainings.
• Oversee conference room scheduling, meeting prep, and day-of coordination to ensure seamless operations.
• Maintain a clean, organized, and well-stocked office by monitoring supplies and vendor relationships.
• Facilitate maintenance and cleaning requests with the building management team.
• Answer incoming phone calls and voicemails with professionalism, route and track as appropriate.
• Maintain and troubleshoot on-site equipment, coordinate IT support as necessary.
• Receive, sign for, and distribute all incoming mail, packages, and faxes; prepare and coordinate outgoing mail and daily UPS shipments.

Licensing & Contracting

• Work with the firm’s Licensing & Contracting Specialist and the Recruiting Team to process requests for new advisors and staff.
• Track progress and escalate missing documentation or compliance items as needed.

Client Service Support

• Work with the firm’s Client Service Specialist to address and resolve requests from policy owners and advisors.
• Common requests include processing claims, addressing billing issues, updating policies, changing addresses, and assigning advisors.
• Provide overflow support to the firm’s primary Client Service Specialist on projects and Inquiries to ensure service consistency and timely resolution.

New Business Support

• Coordinate ordering and tracking third party requests for medical exams and records.

Additional Duties

• Partner with leadership and team members to foster a positive workplace culture and promote a collaborative environment.
• Take initiative on cross-functional projects and provide reliable, solution-oriented support.
• Adhere to all compliance, HR, and firm standards; promote policy adherence and escalate concerns when appropriate.
• Assist with additional responsibilities as needed to meet the evolving needs of the office.

Required Skills and Competencies

• Strong verbal and written communication skills.
• Excellent prioritization, time management, and organizational skills