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Job Overview
Employment Type
Full-time
Compensation
Hourly
Range $16.00 - $21.00
Work Schedule
Standard Hours
Benefits
Health Insurance
Dental Insurance
Paid Time Off
Retirement Plan
Professional development opportunities
Flexible work schedule
Employee assistance program
Job Description
The Phoenix Group Advisors is a prominent professional services firm dedicated to providing comprehensive advisory solutions to its diverse clientele. With a strong commitment to excellence, innovation, and client satisfaction, the company has established itself as a trusted partner in the industry. Known for fostering a collaborative and inclusive workplace culture, The Phoenix Group Advisors values the contributions of every team member and strives to create an environment where employees can thrive and grow professionally. As an equal opportunity employer, the firm promotes diversity and inclusion, ensuring that all individuals, regardless of their backgrounds, have a fair chance to contribute... Show More
Job Requirements
- College degree or equivalent experience in office administration, hospitality, or related field
- Experience operating multi-line phone systems, VoIP telephony, and call routing software
- Proficiency with office management systems such as Microsoft Outlook, Exchange, Office 365, and Google Workspace
- Knowledge of conference and meeting software including Microsoft Teams, Zoom, Webex, and Cisco Telepresence
- Familiarity with visitor and access control platforms like Proxyclick, Envoy, Lenel, and HID access systems
- Experience using catering and event planning tools such as Caterease and Eventbrite
- Strong communication skills and ability to manage multiple priorities efficiently
- Ability to maintain discretion and professionalism in handling confidential information
Job Qualifications
- College degree or equivalent experience in office administration, hospitality, or related field
- Excellent verbal and written communication skills, with proficiency in professional correspondence and client interaction
- Experience operating multi-line phone systems, VoIP telephony, and call routing software
- Strong customer service orientation, articulate, outgoing, and professional demeanor
- Ability to prioritize tasks, handle multiple responsibilities simultaneously, and work independently
- Discretion in managing sensitive and confidential information
- Quick learner with initiative, capable of managing workflow efficiently
- Flexibility to work overtime as needed to support office operations and events
Job Duties
- Greet and assist clients, visitors, and guests in a courteous and professional manner, ensuring a positive first impression
- Manage and maintain conference room reservation systems, including scheduling, confirming, and coordinating meeting logistics using platforms such as Outlook Calendar, Microsoft Exchange, and specialized booking software
- Review and prepare daily, weekly, and monthly meeting schedules, liaising with meeting organizers to confirm details, room assignments, and technical requirements
- Coordinate meeting logistics, including audiovisual equipment, teleconferencing tools, and catering services, utilizing AV systems, catering management platforms, and event planning software
- Answer multi-line phone systems, route calls, take messages, and direct inquiries to appropriate staff or departments, using VoIP systems and call management software
- Monitor and manage parking access records, visitor logs, and security access, utilizing access control systems and visitor management platforms
- Distribute daily visitor and meeting notifications via email and intranet, maintaining accurate records and communication channels
- Maintain the organization and inventory of reception and waiting area materials, including brochures, forms, and office supplies, ensuring compliance with organizational standards
- Assist with event planning, including internal meetings, client events, and office social functions, coordinating logistics and vendor communications
- Train and supervise administrative assistants and office support staff in front desk procedures, phone management, and customer service standards
- Prepare and process check requests for catering, office supplies, and other expenses using financial management software, tracking billing and reimbursements
- Support mail processing, document preparation, and basic project tasks using Microsoft Word, Excel, and other office productivity tools
- Perform all duties with minimal supervision, demonstrating initiative, accuracy, and professionalism in a fast-paced environment
Job Criteria
Experience
Mid Level (3-7 years)
Job Location
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