Office Administrator (On-site)

The Phia Group•Louisville, KY

2d•Onsite

About The Position

The Phia Group is a service-oriented organization assisting employee health plans nationwide. We provide our clients with innovative cost-cutting solutions and constantly expanding service offerings. We continue to enjoy growth thanks to our most valuable resource our talented and committed team. At The Phia Group, whose mission is to provide high quality yet affordable healthcare to American employees and their families, you can look forward to not only unparalleled benefits for yourself but also being immersed in a company that was named one of USA Todays Top Workplaces for 2025 . Meanwhile, from a regional perspective, both The Boston Globe and Louisville Business First also recognized our unwavering commitment to upholding an internal culture of inclusivity, enjoyment, and empathy for our valued employees by listing The Phia Group in their respective lists for the Top Places to Work in 2025. The Office Administrator is responsible for ensuring the smooth day-to-day operations of the office by managing front desk activities, coordinating office services, and providing administrative support across departments. This role requires strong organizational skills, attention to detail, and the ability to multitask in a fast-paced environment.

Requirements

3+ years of Administrative Assistant experience
Strong local knowledge of the metro Louisville area including geography, industry, venues, and eats
High School Diploma or GED equivalent
Excellent interpersonal, team and communication skills
Attention to detail and the ability to multi-task
Ability to sense the importance or impact of issues and take appropriate actions.
Proficiency with Microsoft Word, Excel and Outlook required.
Self-motivated and able to meet deadlines under pressure.
Must have ability to define problems, collect data, establish facts, and draw valid conclusions.

Responsibilities

Serve as the first point of contact by greeting, signing in, and assisting all visitors and vendors
Manage incoming mail, packages, and faxes, including sorting, distributing, and scanning as needed
Prepare and process outgoing mail and correspondence
Notify staff of deliveries, including packages and food orders
Order and coordinate company lunches on a weekly and as-needed basis
Maintain and distribute office supplies; manage inventory and place orders as needed
Coordinate and support office events, meetings, holiday events, and activities
Act as the primary point of contact with Kentucky building maintenance for office-related needs and issues
Maintain and support the Louisville office emergency evacuation plan
Maintain and update the Louisville office emergency contact list
Perform general administrative and housekeeping tasks to ensure a clean, organized, and efficient office environment
Assist with additional tasks and special projects as assigned
May be assigned other duties as are deemed necessary