General Admin Specialist in Jacksonville, Florida at Hans-Mill Inc

General Admin Specialist

Job Summary

The General Admin Specialist provides administrative and operational support to ensure the smooth day-to-day functioning of the facility. This role is responsible for coordinating facility activities, maintaining records, supporting staff and management, handling correspondence, and assisting with various administrative projects.

Key Responsibilities

Admin Support

• Manage daily facility operations and administrative processes.
• Answer and direct phone calls, emails, and other correspondence.
• Schedule meetings, appointments, and conference rooms.
• Prepare reports, presentations, and business documents.
• Maintain filing systems, databases, and company records

Facility Coordination

• Monitor and order facility supplies and equipment.
• Coordinate maintenance, repairs, and vendor services.
• Assist with onboarding new employees and facility orientation.
• Ensure facility policies and procedures are followed.

Data Management

• Enter, update, and maintain accurate information in company systems.
• Organize and archive documents in both electronic and paper formats.
• Generate routine reports and track administrative metrics.

Communication & Support

• Serve as a point of contact for internal departments and external vendors.
• Support management with special projects and administrative tasks.
• Assist with travel arrangements, accommodations, and expense reporting when needed.

Compliance & Record Keeping

• Maintain confidentiality of company and employee information.
• Ensure proper documentation and compliance with company policies.
• Support audits and administrative reviews as required.

Qualifications

• High school diploma required; Associate's or Bachelor's degree preferred.
• 1-3 years of administrative, facility support, or related experience.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Ability to handle multiple priorities and work independently.
• Strong attention to detail and accuracy.

Preferred Skills

• Experience with ERP, CRM, or document management systems.
• Knowledge of facility administration best practices.
• Problem-solving and customer service skills.
• Ability to maintain professionalism in a fast-paced environment.

Physical Requirements

• Ability to sit, stand, and use a computer for extended periods.
• Occasionally lift or move facility supplies up to 25 pounds.