Office Assistant

About us

Are you passionate about mental health and empowering others to live their best life? Phoenix, LLC is looking for you! We are looking for an amazing and exceptional Office Assistant that is a master multi-tasker with excellent communication skills.

Phoenix, LLC, is a Community Behavioral Health Company serving adults in the communites of Roanoke, Botetourt, Vinton, Salem, Franklin, Henry, and Patrick counties in southwest Virginia. We are seeking a full-time Office Assistant in our Rocky Mount location. Competitive pay and benefits offered. Salary is commensurate with education and experience. Phoenix, LLC has an excellent benefits package. All communications are treated confidentially. Qualified applicants should send a cover letter, résumé, and employment application to: acallahan.phoenixllc@gmail.com, apply on our website phoenixllc.org or Fax 540-685-4299 ATTN: Human Resources.

At Phoenix, LLC our Office Assistant helps create an environment and culture that enables us to fulfill our mission of providing exceptional client service. We’re currently seeking an enthusiastic professional to fill this full-time role and rise to the challenge. The ideal candidate is an extremely detail-oriented and personable multitasker who has experience in a fast-paced office setting. This person will bring resourcefulness, organization, and stellar communication skills. Candidate should have experience working in an office environment, performing administrative tasks, and providing support to coworkers. The ability to multitask, manage complex schedules, and meet changing deadlines is essential for the position. This person will also be counted on to foster a positive working environment.

To be successful as an office assistant, candidates should be professional, polite, and attentive while also being accurate. They should always be prepared and responsive, willing to meet each challenge directly. Office assistants must be comfortable with computers, general office tasks, and excel at both verbal and written communication. Most importantly, administrative assistants should have a genuine desire to meet the needs of others.

Objectives of this role:

• Serve as the eyes and ears of the office, providing information, answering questions, and responding to requests.
• Ensure optimal use of equipment, supplies, and inventories through preventive maintenance.
• Maintain workflow by analyzing and refining standard operating procedures such as scheduling, communications, and daily tasks.
• Coordinate internal and external resources for expediting workflows.
• Achieve organizational goals while adhering to best practices.
• Ensure general management of office by overseeing operational efficiency, effective communications, and other strategic and tactical planning.
• Serve as primary liaison between company staff, providing information, answering questions, and responding to requests.
• Oversee and achieve organizational goals while maintaining an efficient, productive, and positive office culture and employee/client experience.
• Optimize office operations and oversee internal processes, supplies, and equipment.
• Coordinate external resources, nurturing relationships and upholding best practices.
• Generate a positive impression of our business by welcoming visitors, responding to requests, and supporting coworkers.
• Encourage efficient scheduling, workflows, communications, and office operations on a daily basis.
• Recognize issues requiring immediate attention and communicate to leadership any deviations from standard operating procedure.

Office Assistant Responsibilities:

• Open the office; greet visitors in a friendly manner; answer and redirect phone calls; maintain communication log, manage mail, faxes, and shipments; send and respond to emails; manage printing and copying.
• Handling incoming, outgoing calls and other communications.
• Managing filing system.
• Recording information as needed.
• Updating paperwork, maintaining documents, and word processing.
• Helping organize and maintain office common areas.
• Performing general office duties and errands.
• Coordinating events as needed.
• Maintaining office equipment as needed.
• Aiding with client reception as needed.
• Creating, maintaining, and entering information into databases.
• Providing real-time scheduling support by booking appointments and preventing conflicts.
• Maintain polite and professional communication via phone, e-mail, and mail.
• Anticipate the needs of others in order to ensure their seamless and positive experience.
• Manage the front-desk and reception areas, serving as the first point of contact for guests, employees, clients, job candidates, and others.
• Perform general administrative tasks, such as answering and directing phone calls; handling email, faxes, files, meeting minutes, mailings, and deliveries; and coordinating meetings.
• Keep the office clean, stocked, and organized, common areas, conference rooms, stockrooms, and storage closets.
• Provide ad hoc support to staff members and departments, including organization of on-site and off-site events.
• Prepare and send memos, maintain client databases, track, and assist with copying and distributing reports and other internal documents.
• Update and maintain reports used by management.
• Oversee standard office equipment and supplies (such as printer, ink, toner, and paper), and report any malfunctions to the appropriate person or department.
• Establish and maintain record-keeping system for contacts, files, and employee directory.

Office Assistant Requirements:

· High school diploma or associate’s degree.

· Experience as an office assistant or in a related field.

· Ability to write clearly and help with word processing when necessary.

· Positive personality with great communication skills.

· Ability to work well under limited supervision.

· Have a valid driver's license and reliable transportation.

· Excellent computer skills, especially typing.

· Attention to detail.

· Desire to be proactive and create a positive experience for others.

· Proven success in office coordination.

· Excellent written and verbal communication skills

· Strong time-management and multitasking abilities.

· Proficiency with office applications, and aptitude for learning new software and systems.

· Ability to maintain confidentiality of company information.

· Ability to multitask and manage time effectively.

Preferred skills and qualifications

· Previous success in an office role

· Experience in helping to develop internal processes and filing systems.

· Experience in refining and developing processes.

· Ability to move 50 pounds, bend, stretch, sit and stand for extended periods.

· Bachelor’s or associate’s degree (or equivalent).

· Multilingual

Job Type: Full-time

Pay: $13.00 - $15.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Disability insurance
• Health insurance
• Life insurance
• Paid time off
• Paid training
• Retirement plan
• Vision insurance

Healthcare setting:

• Outpatient

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Rocky Mount, VA 24151: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Customer service: 1 year (Preferred)
• behavioral health: 1 year (Preferred)
• Computer skills: 1 year (Preferred)

Work Location: In person

Salary : $13 - $15