Receptionist/Office Assistant - Fallon Benefits Group

Title: Receptionist/Office Assistant
Reports to: HR Consultant
Status: Non-Exempt; Part-Time

Purpose of position:
Assist with a variety of office functions, including providing support to firm President.

Relationships:
Internal Employees, Vendors, Clients

Essential Duties and Responsibilities:
1. Provide administrative support to firm President including managing schedule, arranging travel, organizing files, developing communication materials and assisting with various projects.

2. Provide general office management with vendors and other partners doing business with the firm. Build strong relationships with vendors and communicate with employees when vendor visits take place.

3. Support all firm employees with various administrative tasks and project work.

4. Order office supplies proactively. Keep supplies stocked and organized at all times.

5. Responsible for office presentation; manage appearance of the front desk, kitchen and office supply/copy room. Ensure all areas look neat and professional.

6. Manage all shipping activities for the firm including the postage meter and overnight mail. Pick up mail once daily and route incoming mail to all employees.

7. Manage all firm accounting including payables and receivables. Reconcile accounts.

8. Make bank deposits on a regular basis.

9. Act as liaison with building management. Attend building safety and informational meetings.

10. Process expense reports following approval from the President.

11. Maintain email distribution lists for firm newsletter and client services. Send weekly newsletter. Add new clients to all databases.

12. Organize monthly firm meeting including taking notes/action items, distributing notes and ordering lunch.

13. Act as point of contact/backup for all firm employees.

Position Requirements (knowledge, skills and abilities required to perform satisfactorily in the position):
• A high school diploma and at least two years of experience as a Receptionist, Administrative Assistant, Executive Assistant or Office Manager.
• Must have proficient typing skills.
• Strong attention to detail and follow through required.
• Superior client service skills, internally and externally.
• Expert knowledge of Microsoft Office including Word, Excel and Powerpoint.
• Strong organizational skills.
• Ability to multi-task and handle multiple projects with deadlines at the same time.
• Ability to work quickly and accurately.
• Ability to work as a team member and display positive behaviors.
• Ability to be flexible and work on a variety of projects.
• Resourcefulness; ability to think ahead.
• Willingness to do whatever it takes to get the job done.
• Prefer candidates who are fluent in Japanese.

Physical Demands:
• Position requires sitting at a desk working on a computer for at least 2/3 of time.
• Position requires minimal lifting up to 20 lbs.
• Position requires regular and reliable attendance.
• Position requires proficiency in English and grammar usage skills.

Contact:
Jeff Layman, CLU, ChFC, CEBS
Principal
Fallon Benefits Group, Inc.
(404) 814-6036 direct
jlayman@fallonbenefits.com