Operational Specialist

Phyton Talent Advisors; Santa Rosa (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

Phyton Talent Advisors seeks an Office Operations & Administrative Specialist to support a busy General Office environment in Santa Rosa, CA. The role includes receptionist duties, admin tasks for agency managers, and coordination of office resources.

You will handle mail, deposits, supplies, onboarding/offboarding, and basic financial activities while ensuring compliance and smooth daily operations. Strong organizational and communication skills are essential.

Qualifications

• Experience in office administration or operations.
• Strong organizational skills and attention to detail.
• Comfortable greeting clients and interacting with internal stakeholders.
• Experience with accounts payable or financial processes is a plus.

Responsibilities

• Serve as first point of contact at reception and greet clients.
• Provide administrative support to managers and onsite leadership.
• Manage mail, scanning, deposits, supplies, and office communications.
• Coordinate onboarding/offboarding resources (mailboxes, keys, security, phones).
• Process employment verifications and I-9 documentation.

Skills

Organizational skills

Attention to detail

Reception + client interaction

Communication

Job description

We’re looking for an Office Operations & Administrative Specialist to provide hands-on administrative and operational support within a busy General Office environment. This individual will serve as a key point of contact for clients, agents, and internal stakeholders while supporting daily office operations, financial processing, new business activities, and reporting.

Key Responsibilities:

Serve as a first point of contact at reception, greeting clients and answering/directing phone calls

Provide administrative support to Agency Managers and onsite field leadership

Manage mail, document scanning, check deposits, conference room reservations, supplies, business cards, and general office communications

Coordinate onboarding and offboarding resources, including mailboxes, keys, security access, and phones

Process employment verifications, fingerprinting, and I-9 documentation

Support accounts payable, expense submissions, check processing, account reconciliation, and end-of-day financial activities

Assist with discretionary accounts, ledger transactions, EFTs, and related financial administration

Maintain working knowledge of New Business workflows and systems, including App Central and ALIP

Assist agents with case visibility, policy changes, amendments, and commission inquiries

Track appeals and other cases through resolution

Support facilities management, office moves, remodels, and event coordination

Troubleshoot basic onsite technology, telephony, and network issues

Assist with monthly operational and financial reporting, including outstanding checks, returned checks, cash premium settlements, occupancy expenses, and gift logs

Maintain accurate records and support governance and compliance requirements

What We’re Looking For:

• Previous office administrative or operations experience
• Strong organizational skills and attention to detail
• Comfortable handling reception and interacting directly with clients and internal stakeholders
• Experience supporting financial or accounts payable processes is a plus
• Ability to manage multiple priorities in a fast-paced, fully onsite environment
• Strong communication and problem-solving skills