Office Manager

General Responsibilities:

The responsibility of the Office Manager is to manage the business operations of the District Network Office to enhance productivity and profitability. The Office Manager anticipates the needs of the agency, plans for its development with the Managing Director, recommends necessary changes, and takes independent action within areas of authority. The Manager subscribes to the philosophy, principles and practices of the Northwestern Mutual and District Network Offices. Specific responsibilities include but will not be limited to:

Staff Supervision:

• Direct supervision of District Network Office Operations Support Team.
• Recommend to the Managing Director the number and skills of staff required.
• Interview and hire quality staff.
• Train and develop the team in all aspects of their responsibilities.
• Maintain adequate coverage through cross-training.
• Conduct performance reviews with each member of the staff and recommend salary increases and promotions to the Managing Director.
• Maintain all employee records.
• Administer benefits.
• Create and maintain job descriptions for each position.
• Create and maintain employee handbook.

Administrative Procedures

• Review all home office communication and assure that the Managing Director, housed and detached financial representatives and staff are informed on a timely basis of any procedural changes.
• Establish administrative procedures to ensure that the business needs of the district network office and the requirements of the home office are met.
• Work in partnership with the Managing Director to plan for office development, and recommend changes in staffing, equipment, office space or layout, financial representative training and support necessitated by development plans.
• Develop and maintain an agency manual of policies, procedures and practices.

Facilities Management

• Weekly inspect the office space and order necessary repairs or recommend replacement/improvement when necessary.
• Establish, implement and maintain adequate security and safety procedures.
• Recommend alterations in physical space layout to meet the needs of agency development.
• Coordinate moves/expansions as necessary.
• Research available technology and recommend changes in equipment as necessary.
• Purchase and assure proper maintenance of office equipment, furniture, computers, phone system and office supplies.

Financial Representative Support:

• Provide, directly or indirectly, support to financial representatives in prompt issuance of policies and effective service to policyowners; this will be in the form of troubleshooting, recommendation of home office or agency resources, and application expediting.
• Maintain adequate access and training for financial representatives to computer hardware and software; understand the capabilities of the hardware and software and properly balance the resources; maintain security of computer systems via sign-on administration; as new computer technology is introduced, become familiar with it and advise the Managing Director and financial representatives on purchase and upgrades for the agency; aid financial representatives in troubleshooting problems with hardware and software.
• In partnership with the Managing Director, determine the level and type of administrative support to be offered to financial representatives and the charges for these services; administer financial representative support programs.
• Train financial representatives on procedures and practices, on proper completion of applications, and on service requirements.
• In partnership with the Managing Director, determine the office's role in sales assistant hiring, training and continued education, and implement and administer any resulting programs.
• Implement and administer enforce marketing or network client management programs at the request of the Managing Director.
• Help new FRs maintain focus on high activity and effective sales habits; encourage FRs to build the daily activity habits needed for continued success in the career and help FRs hold themselves accountable to their daily activity goals.
• Build and maintain high morale and positive energy/momentum toward high performance (e.g., Pacesetter 40)
• Hold individual, 15-minute activity coaching meetings with each new FR at least 3 days per week for approximately the first six months of their career – or until habits have been firmly established.
• Participate in new FR training as a facilitator and/or presenter; serve as the main point person to help new FRs work through their Financial Planning Academy/Sales School homework.
• Help new FRs develop accountability to consistently and accurately track their activity in CRM so that they have the data needed to continually analyze their practice and adjust actions to achieve success.
• Oversee joint work that new FRs engage in with veteran FRs to ensure optimum learning and value are achieved; track joint work activities to show progress over time.
• Meet with FRs at 1-month, 3-months & 6-month check-points to revisit and coach to their Discovering Your Markets plans.
• Participate in Board of Review meetings to provide perspective on activity.
• Coordinate with mentors and SET members as needed and retain case consultation information for each new FR.
• Partner with the Technology Productivity Coach or other leadership team members in preparing for Weekly and Monthly Client Builder meetings as needed.
• Communicate activity results weekly to leadership team.
• Provide support during the week, e.g., answering questions, providing insights.

Financial:

• Annually forecast expenses and work with the Managing Director on overall budgeting for the agency.
• Throughout the year, monitor income and expenses against projections and recommend adjustments to the Managing Director.
• Calculate allowances, rent charges, telephone and computer charges, etc. (may be delegated to staff accountant).
• Maintain integrity of financial systems.
• Miscellaneous
• Develop and administer contests
• Create District Network Office Bulletin.
• Coordinate meetings and attendance at Company Annual and Regional Meetings.
• Manage contracting and licensing activities.
• Monitor reports and take action (persistency, FMI Online, etc.).

Qualifications:

It is recommended that the District Network Office Manager candidate have the following qualifications:

• Bachelor's degree, preferably in business, or an equivalent combination of education and/or progressively
• Associate Agent Contract highly preferred
• Superior written and oral communication skills
• Financial training or background, with emphasis on financial planning and budgeting is desired
• Ability to take independent action and make sound decisions
• Comfort with technology; ability to make informed decisions about hardware and software support
• Ability to be diplomatic
• Ability to lead change
• Team-oriented
• Ability to multi-task

Salary and Benefits:

• Range: $55,000-$60,000 based on experience
• Bonus Opportunity: $5,000-$7,000
• Benefits: Health, dental, vision, and long-term disability. Retirement plan participation after 1 year