Staffing Operations Specialist
The Phoenix Group Advisors, Inc.
Location: Midtown Manhattan.
Employment Type: Full-time
About The Phoenix Group Advisors
The Phoenix Group Advisors is a boutique staffing and workforce solutions firm headquartered in Manhattan and serving clients nationwide. We provide direct hire, executive search, contract and project staffing, and other workforce solutions across Technology and AI, Finance and Accounting, Business Operations and Office Support, Human Resources, Sales and Marketing, and Legal and Law Firm Support.
About the Role
We are seeking an organized, proactive Staffing Operations Specialist who takes pride in creating a clean, organized and inviting office while keeping consultant operations and recruiting systems running accurately and efficiently.
You will own daily office readiness, coordinate placement and consultant administration, support timesheet and payroll preparation, and help maintain Bullhorn, Bullhorn Back Office and approved automation workflows.
This is a hands-on individual contributor position. Office upkeep is a core responsibility and an ongoing priority. We need someone who notices what needs attention, takes action without repeated reminders and follows responsibilities through to completion.
The right person is equally comfortable preparing the office for visitors, following up on missing consultant paperwork and learning technology that improves how we work.
Key Responsibilities
Office Environment and Daily Operations
- Own the appearance, organization and readiness of the NYC office. Create a clean, welcoming environment for employees, candidates, clients and visitors.
- Complete daily walkthroughs of reception, conference rooms, the kitchen and shared spaces. Address clutter, spills, supply gaps and other issues promptly.
- Keep shared surfaces clear, supplies organized and common areas tidy throughout the day.
- Reset conference rooms after use and ensure meeting spaces are ready before visitors arrive.
- Order and restock office and kitchen supplies before they run out. Maintain organized storage and appropriate inventory.
- Coordinate the cleaning service, check the quality of its work and follow up on missed items.
- Coordinate office vendors, maintenance, repairs and building requests through resolution.
- Monitor the general company inbox, incoming calls and voicemail. Route requests and distribute mail and packages promptly.
- Coordinate office access, equipment ordering, inventory and returns.
- Coordinate company lunches, celebrations and office events, including preparation and restoring shared spaces afterward.
Placement and Consultant Operations
- Review placement information for accuracy and completeness, including pay rates, bill rates, assignment dates and required documentation.
- Maintain accurate placement records in Bullhorn and Bullhorn Back Office, along with supporting tracking spreadsheets.
- Coordinate consultant onboarding and offboarding. Follow up on required paperwork and confirm documentation is complete before starts.
- Arrange background checks and drug screens when required.
- Maintain I-9, employment eligibility and consultant compliance documentation. Track missing or expiring documents and escalate issues.
- Track assignment start dates, end dates and upcoming expirations. Proactively coordinate approved extensions and assignment changes with Account Managers.
Timesheets and Payroll Support
- Monitor consultant timesheet submissions and client approvals.
- Follow up on missing timesheets and approvals before payroll deadlines.
- Identify discrepancies and prepare approved hours and supporting information for payroll review.
- Respond to routine consultant payroll questions and escalate exceptions.
- Maintain organized supporting documentation.
Client Agreements and Documentation
- Prepare client agreements using approved templates.
- Coordinate electronic signatures and follow up on outstanding agreements.
- Maintain executed agreements and required client documentation in the appropriate systems.
- Coordinate administrative requirements for new consulting clients.
- Escalate contractual questions and requested changes to leadership.
Bullhorn, Automation and Technology Support
- Maintain ATS/CRM data quality through recurring record audits, placement checks and operational reports.
- Assist with user access, routine troubleshooting and software vendor coordination.
- Open and follow up on Bullhorn support tickets, tracking issues through resolution.
- Build, test and maintain approved automation workflows with guidance from the COO and vendor resources.
- Monitor automated activity, troubleshoot issues and document workflow settings and expected outcomes.
- Identify repetitive processes and recommend practical improvements.
- Help employees follow approved system processes and support testing and adoption of new functionality.
Recruiting, Marketing and Leadership Support
- Post and refresh jobs on approved job boards.
- Assist with resume formatting, interview scheduling and confirmations.
- Schedule and publish approved social media content, job postings and company announcements.
- Maintain the posting calendar, approved brand assets and current company collateral.
- Assist with meeting logistics, calendar coordination, requested reports and operational projects.
- Track and follow up on assigned action items.
Qualifications
- At least two years of relevant experience in operations, administrative support, consultant onboarding or payroll administration. Staffing agency experience is strongly preferred.
- Strong organization, accuracy and follow-through, with the ability to manage recurring deadlines and competing requests.
- Takes pride in maintaining a clean, welcoming workplace and is willing to handle hands-on office upkeep.
- Comfortable working in an ATS/CRM and learning new software. Experience with Bullhorn, Bullhorn Back Office, Bullhorn Amplify or workflow automation is a plus.
- Proficiency with Microsoft Excel, Outlook, Teams and Word.
- Clear, professional communication with employees, consultants, clients and vendors.
- Sound judgment when handling confidential information, resolving routine issues and determining when to escalate.
- Availability for regular onsite coverage in Midtown Manhattan.
What Success Looks Like
The office is consistently clean, stocked, organized and ready for employees and visitors. Placement records are accurate. Consultant documentation is complete before starts. Timesheets and approvals are ready by payroll deadlines. Upcoming assignment end dates are addressed proactively. Open issues are followed through to resolution, and recurring processes become more reliable and efficient.