Receptionist

Providence, RI, USA|Onsite

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 and succeed.

The Client & Conference Services Coordinator role at The Phoenix Group Advisors is integral to the smooth operation of the company’s front desk and conference services. This position requires a highly organized and courteous professional who can manage multiple responsibilities effectively in a fast-paced office environment. The coordinator is the first point of contact for clients, visitors, and guests, ensuring a positive and welcoming experience. In addition to greeting visitors, the role involves managing conference room reservations, coordinating meeting logistics, and supporting event planning efforts. Proficiency with various office management and scheduling systems is essential, along with strong communication skills and a professional demeanor.

The ideal candidate will possess experience with multi-line phone systems, VoIP telephony, and call routing software, enabling efficient handling of inquiries and message management. The coordinator also plays a key role in managing security and visitor access controls, maintaining accurate records, and distributing important notifications. Supporting office operations further includes administering supplies and materials in reception areas, assisting with mail and document preparation, and overseeing financial processes related to office expenses. The role also involves training and supervising administrative assistants and office support staff, adding a leadership component to the position.

This position demands someone who is proactive, detail-oriented, and capable of working independently with minimal supervision. Familiarity with a variety of communication, collaboration, and event management tools such as Microsoft Outlook, Teams, Zoom, Proxyclick, Envoy, and Caterease is highly desirable. Flexibility to work overtime when necessary to support office functions and events is expected. Overall, the Client & Conference Services Coordinator contributes significantly to maintaining an efficient office environment and enhancing the client experience, making this role a vital part of The Phoenix Group Advisors’ operational success.

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