ADMINISTRATIVE & BUSINESS ASSISTANT
3 days ago
Phoenix
Job Description Kong & Associates is seeking a responsible, detail‐oriented, and energetic Administrative & Business Assistant to support daily office operations and provide direct assistance to the Senior Partner. This role blends receptionist duties, administrative support, vendor coordination, and routine business errands. The ideal candidate is polished, organized, and able to manage shifting priorities in a fast‐paced professional environment. Compensation is commensurate with experience. Employment with Kong & Associates is at‐will and may be terminated by either party at any time, with or without cause or notice. Essential Duties and Responsibilities Front Desk & Client‐Facing Support • Greet visitors and answer incoming calls in a warm, professional manner, • Manage visitor log and ensure proper check‐in procedures, • Prepare conference rooms for client meetings, including hospitality setup, • Monitor and respond to general office email inboxes, • Manage the office calendar and schedule appointments, • Coordinate internal meetings, firm events, and meal deliveries, • Maintain common areas such as the lobby, conference rooms, and kitchen, • Order, set up, and clean up office meals, • Monitor and restock office and kitchen supplies Clerical & Administrative Support • Perform clerical duties including mail distribution, copying, scanning, faxing, and filing, • Properly address and prepare outgoing mail in accordance with USPS requirements, • Maintain digital and physical filing systems, • Assist with document organization, retention, and archiving procedures, • Support internal quality‐control processes, checklists, and logs, • Assist with secure document disposal and shredding logs Business Assistant to Senior Partner • Provide day‐to‐day administrative support to the Senior Partner, • Enter time into the firm’s time‐keeping system on behalf of the Partner, • Assist with scheduling, follow‐ups, and task coordination, • Prepare meeting materials, print packets, and simple correspondence, • Track deadlines, reminders, and action items, • Handle sensitive information with strict confidentiality, • Support special projects and administrative initiatives as assigned Vendor & Operational Coordination • Serve as the primary point of contact for office vendors, including maintenance providers, building services, and office equipment repair companies, • Coordinate service calls, maintenance visits, and equipment repairs, • Track vendor performance and ensure timely completion of work, • Assist with basic troubleshooting of office equipment before escalating to vendors, • Coordinate with building management for facility issues Errands & External Support • Run business errands such as post office drop‐offs, supply pickups, and meal pickups, • Deliver or pick up documents from clients or vendors, • Purchase office supplies or event items as needed, • Must have a valid driver’s license, reliable personal transportation, and proof of insurance Employee & Marketing Support • Assist with onboarding new employees and workstation setup, • Support the marketing team with database updates, event coordination, and project tasks, • Assist with logistics for seminars, webinars, and client events Technology & Security Requirements • Must maintain an active personal mobile phone with reliable voice and data service, • Must agree to use their personal mobile device for multifactor authentication (MFA) required to access firm software, systems, and secure applications, • MFA use is limited to authentication only; the firm does not access, monitor, or manage the employee’s personal device, • Employee must keep their device in good working order and available during scheduled work hours to complete required authentication steps Other Duties • Perform additional responsibilities as assigned, • Duties may change at any time with or without notice, • The duties listed describe the general nature and level of work and are not an exhaustive list of all responsibilities Work Schedule & Availability • Standard full‐time schedule with variable hours depending on firm needs, • Some days may require early‐morning or evening availability based on meal deliveries, events, or meetings, • Required Saturday availability during peak tax seasons:, • February through mid‐April, • September and October, • This is a fully on‐site position Supervisory Responsibilities • This position has no supervisory responsibilities Physical Demands • Ability to lift and carry up to 20–25 lbs (supplies, meals, mail trays), • Ability to sit, stand, walk, and drive for short periods, • Ability to perform repetitive tasks such as typing, filing, and data entry, • Ability to move throughout the office to complete tasks Work Environment • Professional indoor office environment, • Frequent interaction with clients, vendors, and delivery personnel, • Moderate noise level with frequent interruptions, • Regular use of computers, phones, printers, and office equipment, • Occasional exposure to outdoor conditions while completing errands Travel Requirements • Local travel required for errands, meal pickups, and vendor visits Qualifications • 2–5 years of administrative or receptionist experience, • Valid driver’s license and reliable personal vehicle Knowledge & Skills • Proficiency with Adobe Acrobat and Microsoft Excel, PowerPoint, Word, and Outlook, • Strong data‐entry accuracy, • Excellent organizational, time‐management, and prioritization skills, • Strong written and verbal communication abilities, • Professionalism, reliability, and a strong work ethic, • High attention to detail and ability to anticipate needs, • Ability to recognize issues and resolve problems quickly, • Comfort learning new software and systems, • Ability to troubleshoot basic office equipment, • Self‐starter with high energy who thrives in a dynamic, fast‐paced environment, • Team‐oriented and collaborative, • Ability to represent the firm professionally in all client and vendor interactions Compliance & Conduct Requirements • Adherence to all firm policies, procedures, and professional standards, • Strict confidentiality regarding client information, firm operations, and internal communications, • Professional conduct, punctuality, and reliability are required Compensation & Benefits • Competitive compensation based on experience, • Full range of standard insurance benefits offered after 1 month of employment, • Eligibility for the firm’s 401(k) plan after 1 year of employment Equal Employment Opportunity & ADA Statement Kong & Associates is an equal opportunity employer. We do not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected by law. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.