Office Administrator
The Phia Group, Frankfort, KY, United States
The Office Administrator is responsible for ensuring the smooth day-to-day operations of the office by managing front desk activities, coordinating office services, and providing administrative support across departments. This role requires strong organizational skills, attention to detail, and the ability to multitask in a fast-paced environment.
Essential Duties and Responsibilities
Serve as the first point of contact by greeting, signing in, and assisting all visitors and vendors
Manage incoming mail, packages, and faxes, including sorting, distributing, and scanning as needed
Prepare and process outgoing mail and correspondence
Notify staff of deliveries, including packages and food orders
Order and coordinate company lunches on a weekly and as-needed basis
Maintain and distribute office supplies; manage inventory and place orders as needed
Coordinate and support office events, meetings, holiday events, and activities
Act as the primary point of contact with Kentucky building maintenance for office-related needs and issues
Maintain and support the Louisville office emergency evacuation plan
Maintain and update the Louisville office emergency contact list
Perform general administrative and housekeeping tasks to ensure a clean, organized, and efficient office environment
Assist with additional tasks and special projects as assigned
May be assigned other duties as are deemed necessary
Experience and Qualifications
3+ years of Administrative Assistant experience
Strong local knowledge of the metro Louisville area including geography, industry, venues, and eats
High School Diploma or GED equivalent
Excellent interpersonal, team and communication skills
Attention to detail and the ability to multi-task
Ability to sense the importance or impact of issues and take appropriate actions.
Proficiency with Microsoft Word, Excel and Outlook required.
Self-motivated and able to meet deadlines under pressure.
Must have ability to define problems, collect data, establish facts, and draw valid conclusions.
The Phia Group’s Commitment to Diversity
The Phia Group is committed to creating a diverse environment and we are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. The Phia Group is also committed to compliance with all fair employment practices regarding citizenship and immigration status.
Working Conditions / Physical Demands
Sitting at a workstation for prolonged periods of time. Extensive computer work. The workstation may be exposed to overhead fluorescent lighting and air conditioning. Fast-paced work environment. Operates office equipment including personal computers, copiers, and fax machines.
This job description is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills, or working conditions associated with the position. While it is intended to accurately reflect the position’s activities and requirements, the company reserves the right to modify, add or remove duties and assign other duties as necessary.
External and internal applicants, as well as position incumbents who become disabled as defined under the Americans with Disabilities Act, must be able to perform the essential job functions (as listed here) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case by case basis.
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Essential Duties and Responsibilities
Serve as the first point of contact by greeting, signing in, and assisting all visitors and vendors
Manage incoming mail, packages, and faxes, including sorting, distributing, and scanning as needed
Prepare and process outgoing mail and correspondence
Notify staff of deliveries, including packages and food orders
Order and coordinate company lunches on a weekly and as-needed basis
Maintain and distribute office supplies; manage inventory and place orders as needed
Coordinate and support office events, meetings, holiday events, and activities
Act as the primary point of contact with Kentucky building maintenance for office-related needs and issues
Maintain and support the Louisville office emergency evacuation plan
Maintain and update the Louisville office emergency contact list
Perform general administrative and housekeeping tasks to ensure a clean, organized, and efficient office environment
Assist with additional tasks and special projects as assigned
May be assigned other duties as are deemed necessary
Experience and Qualifications
3+ years of Administrative Assistant experience
Strong local knowledge of the metro Louisville area including geography, industry, venues, and eats
High School Diploma or GED equivalent
Excellent interpersonal, team and communication skills
Attention to detail and the ability to multi-task
Ability to sense the importance or impact of issues and take appropriate actions.
Proficiency with Microsoft Word, Excel and Outlook required.
Self-motivated and able to meet deadlines under pressure.
Must have ability to define problems, collect data, establish facts, and draw valid conclusions.
The Phia Group’s Commitment to Diversity
The Phia Group is committed to creating a diverse environment and we are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. The Phia Group is also committed to compliance with all fair employment practices regarding citizenship and immigration status.
Working Conditions / Physical Demands
Sitting at a workstation for prolonged periods of time. Extensive computer work. The workstation may be exposed to overhead fluorescent lighting and air conditioning. Fast-paced work environment. Operates office equipment including personal computers, copiers, and fax machines.
This job description is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills, or working conditions associated with the position. While it is intended to accurately reflect the position’s activities and requirements, the company reserves the right to modify, add or remove duties and assign other duties as necessary.
External and internal applicants, as well as position incumbents who become disabled as defined under the Americans with Disabilities Act, must be able to perform the essential job functions (as listed here) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case by case basis.
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