Receptionist​/Office Administrator

POSITION:
Receptionist / Office Administrator

Schedule: Monday through Friday from 8:00am – 5:00pm

FLSA Classification: Non-Exempt

At Sound Income Group
, our mission is to help independent financial professionals and their clients thrive, especially those approaching or in retirement. We provide a full suite of resources across financial education, investment strategies, marketing, and practice management to support long‑term success.

We foster a collaborative, performance‑driven culture rooted in integrity, innovation, and service. If you’re enthusiastic about making a measurable impact in the financial services space, we invite you to grow with us.

The Receptionist / Office Administrato
r serves as the front‑line representative of the company, ensuring every guest, visitor, and employee experiences a professional, welcoming, and well‑organized environment. This role supports daily office operations, guest reception, event coordination, mail management, HR administrative tasks, and general office maintenance.

Guest & Visitor Reception

• Greet and welcome guests, visitors, and employees, ensuring a positive first impression.
• Arrive punctually and maintain a professional, friendly, can‑do attitude at all times.
• Add guest names to the front lobby and conference room TV displays prior to arrival.
• Notify employees upon guest, lunch, or package arrivals.
• Maintain conference rooms—keep them stocked and organized, and ensure refrigerators are replenished throughout the day.
• Support a “WOW” visitor experience as requested.

Mail & Shipping Coordination

• Open, date‑stamp, and distribute incoming mail to appropriate mailboxes daily.
• Coordinate outgoing shipments via USPS, Fed Ex, and UPS.
• Manage all special deliveries and outgoing packages efficiently.

Phone & Email Management

• Answer and route calls on a multi‑line phone system courteously and professionally.
• Check voicemail and monitor office email inbox consistently throughout day, responding/forwarding messages promptly.

Office Maintenance & Supplies

• Prepare morning coffee service and refresh after lunch.
• Restock kitchen areas daily with beverages, utensils, condiments, and other essentials.
• Clean and organize kitchen spaces daily; wipe down refrigerators weekly.
• Maintain and organize supply closets, ensuring inventory levels are kept current.
• Place orders (including Amazon, beverage, and snack orders) and reconcile corresponding invoices.
• Approve and submit vendor invoices for office supplies, coffee service, and cleaning.

Administrative Support

• Provide administrative support across departments, including printing, scanning, ordering gifts, and preparing shipments or packages.
• Assist with special projects and ad‑hoc tasks assigned by HR or department leaders.

Conference Room & Meeting Support

• Set up conference rooms prior to meetings, ensuring cleanliness, stocked supplies, and functional AV equipment.
• Schedule and post welcome messages for new hires or guests prior to arrival.
• Reset and tidy up rooms following meetings and events.

Event Planning & Coordination

• Assist with setup and coordination of company events, celebrations, and meetings as directed by HR or department leadership.
• Support events in the 550 building by preparing spaces and monitoring throughout the day.

HR Administrative Support

• For New Hires:
  Add new employees to the front TV welcome display, org chart, and company directory;
  Create nameplates and order business cards as approved by HR;
  Coordinate welcome lunches and related onboarding details.
• For Terminations:
  Remove employees from the org chart and directory promptly;
  Clear, clean, and restock vacated workstations as needed.

Building Maintenance Coordination

• Submit facility repair or maintenance requests through the building portal (e.g., lighting, repairs, equipment issues).
• Monitor and follow up to ensure timely resolution.

General Expectations

• Always leave a note and bell at the front desk when stepping away.
• Perform additional administrative or operational duties as assigned by HR or company leadership.

Background and

Education:

• • 1-3 years of front desk or administrative assistant…