Administrative Assistant

Job Summary:

The Receptionist/Administrative Assistant serves as a key point of contact between the internal team at Sound Income Group (SIG) and our high-producing Financial Advisors and clients. This position is vital to the operational success of the office and provides essential administrative support to ensure the smooth functioning of daily activities. The role requires someone who excels in hospitality, multitasking, and maintaining an organized environment. This position is in-office with no remote or hybrid work option.

Key Responsibilities and Duties:

• Guest and Visitor Reception:
  • Greet guests and visitors with excellent hospitality, creating a positive and professional first impression.
  • Ensure visitors are logged in and notify the appropriate staff members of their arrival.
• Mail and Shipping Coordination:
  • Ensure all incoming mail is stamped and distributed promptly.
  • Coordinate outgoing mail, including FedEx and UPS shipments as necessary.
• Phone and Call Management:
  • Answer and manage a multiline phone system, screen callers, and direct inquiries to the appropriate department or       individual.
• Office Maintenance and Supplies:
  • Maintain kitchen and office supply inventory, ensuring stock levels are adequate and placing orders as needed.
  • Oversee the cleanliness and operational maintenance of office spaces, kitchen areas, and supply rooms.
  • Perform routine maintenance, troubleshoot office-related problems, and act as the liaison to building management       for repairs and requests.
• Event Planning and Coordination:
  • Organize and oversee office celebrations such as birthdays, baby showers, and company lunches.
  • Coordinate in-office events like open houses, office parties, and events for current and prospective advisors.
  • Ensure conference rooms are prepared, including catering, IT needs, and any setup or breakdown requirements.
• Conference Room and Meeting Support:
  • Schedule meetings, book conference rooms, and manage conference room set-up, including audio/visual equipment, catering, and cleanliness.
• Office Equipment and Vendor Coordination:
  • Facilitate the maintenance and repair of office equipment as needed.
  • Work with outside vendors to send special occasion cards/gifts to clients and advisors as directed by management.
• Administrative Assistance:
  • Assist in updating the office’s organizational charts, directories, and door access lists for new hires, terminations, or changes.
  • Support various departments with administrative tasks and special projects as needed.
  • Perform any additional tasks as assigned by management to support office operations.

Required Skills and Qualifications:

• A minimum of 5 years of front desk and administrative assistant experience.
• Moderate to advanced skills with Microsoft Office Suite (Word, Excel, Outlook, etc.).
• Experience with calendar management, travel coordination, office supply management, and equipment maintenance.
• Strong organizational and time management abilities, with the capability to prioritize and manage multiple tasks efficiently.
• Excellent verbal and written communication skills, including proper telephone etiquette and professional presentation.

Qualities Required:

• Pleasant and approachable disposition.
• Professional appearance and communication at all times.
• Courteous, professional demeanor with exceptional customer service skills.
• Proactive, with a keen attention to detail and a helpful attitude toward staff and visitors.

Physical Requirements

· Ability to work for extended periods at a desk using a computer with a keyboard, mouse, and monitor.

· Occasional repetitive motions for computer equipment use.

· Ability to lift up to 10 pounds if/when necessary.

· Regular use of telephone and email for communication.

· Work is typically performed in an office setting, involving routine sitting, bending, and stooping.

Why Join Us?

As a Receptionist/Administrative Assistant at Scranton Financial Group, you will play an integral role in maintaining the flow of office operations, supporting high-level staff, and interacting with clients. This is a key position for someone who enjoys a fast-paced, dynamic environment and thrives on providing top-notch service to both internal teams and external clients.