Administrative Assistant I in Jacksonville, Florida at The Stellar Group
Job Description
Job Summary:
The Administrative Assistant will provide essential support to ensure the smooth functioning of the office. This role involves a wide range of administrative tasks and requires excellent organizational skills, attention to detail, and the ability to manage multiple responsibilities simultaneously. The ideal candidate will be proactive, adaptable, and able to work independently as well as part of a team. Responsibilities include managing schedules, handling correspondence, preparing reports, and coordinating office activities. The Administrative Assistant will play a vital role in maintaining an efficient and productive work environment, contributing to the organization's overall success.
Duties/Responsibilities:
Manage and coordinate schedules and appointments
Handle incoming and outgoing correspondence
Prepare and compile reports and presentations
Review and submit field employee timesheets
Maintain labor hour logs for subcontractors
Manage travel and expense reporting
Order field-related safety supplies
Coordinate office activities and events
Maintain filing systems and records
Assist in the preparation of meetings and conferences
Manage office supplies and equipment inventory
Provide general administrative support to staff and management
Ensure confidentiality and security of sensitive information
Other duties as assigned
Required Skills/Abilities:
Strong organizational and time management skills
Excellent written and verbal communication abilities
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
Ability to multitask and prioritize tasks effectively
Attention to detail and problem-solving skills
Experience with office management systems and procedures
Strong interpersonal skills and ability to work in a team
Discretion and trustworthiness in handling confidential information
Ability to work independently with minimal supervision
Familiarity with booking travel arrangements and scheduling meetings
Education/Experience:
High school diploma or equivalent; additional qualifications in office administration are a plus
Proven experience as an administrative assistant or in a similar role
Proficiency in MS Office (MS Excel and MS Word, in particular)
Excellent written and verbal communication skills
Strong organizational skills with the ability to multitask
Attention to detail and problem-solving skills
Travel Requirements:
Ability to travel occasionally to attend meetings, trainings, and events.
Physical Requirements:
Ability to sit, stand, and walk for long periods of time.
Ability to use a computer, phone, printer, scanner, and other office equipment.
Ability to lift, carry, and move up to 25 pounds of files, documents, and materials. About Stellar:
Stellar offers a comprehensive package which includes:
- Competitive pay based on experience
- Remote & hybrid work options for many positions
- Paid Time Off accrue 15 days (120 hours) within first year of service
- Paid holidays
- Medical, dental, and vision insurance options
- Tax-advantaged accounts (HSA, FSA, Dependent Care FSA)
- Company-paid life and disability insurance
- 401(k) company match with immediate vesting
Stellar , headquartered in Jacksonville, FL, is a fully integrated firm focusing on design, construction, architecture, engineering, and mechanical services worldwide for over 30 years. Stellar combines a multitude of capabilities to create buildings and systems of exceptional long-term quality, value and efficiency. From food processing plants and healthcare facilities to refrigerated warehouses, automated production lines and beyond, we offer an integrated approach to meet all our clients needs.
Stellar is an Equal Opportunity Employer and does not discriminate against any applicants for employment based on their race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, physical or mental disability, genetic information, veteran status, uniformed servicemember status, or any other status protected by law.
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