Job description

ADMINISTRATIVE ASSISTANT

Position Summary:

This position provides a variety of support services to the Facilities and IT departments ensuring smooth, efficient, and cost-effective operations. Responsibilities include but are not limited to mail handling (retrieval and distribution), assisting with building access cards, liaising with building management, logging maintenance requests, coordinating repairs on furnishing, assisting with invoice processing, light IT ticket triage, and providing various clerical functions. This is a critical position that requires consistent and reliable attendance to ensure adequate daily coverage of key areas.

Job Description/Essential Functions:

• Manages vendors including, but not limited to, maintenance staff and technicians related to services such as pest control, water softener, A/C, and locksmith.
• Report building maintenance issues to appropriate parties
• Ensures general office equipment is maintained
• Clerical tasks including, but not limited to, expense reports, vendor bills, data entry, printing, scanning, faxing, etc.
• Partners with Office Manager to coordinates employee office moves
• Assist with user support by monitoring ticketing system and responding to requests
• Assist with inventory (tagging and assigning equipment to users)
• Assist with procurement
• Receive, sort, and distribute mail
• Provide support in packaging and mailing
• Daily driving to the post office will be required
• Other duties as required

Education and Experience:

High School Diploma or equivalent

One to two years of office administration experience with a strong focus on time management skills a plus

Skill/Requirements/Qualifications

• Self-starter and proactive in assessing issues and initiating solutions
• Excellent interpersonal, communication, and customer service skills
• Excellent time management skills
• Strong organizational and planning skills in a fast-paced environment
• A continuous improvement mindset with the ability to suggest and implement improvements
• Intermediate computer skills, Microsoft Office 365, primarily Word, Excel, PowerPoint and Teams
• Ability to move boxes and equipment weighing up to 50 pounds in and around office.
• Ability to learn relevant office management software or other relevant office software packages (i.e., policy administration system)
• Ability to maintain confidentiality and discretion
• Attention to detail and problem-solving skills
• Must have insurance and a valid driver’s license

Location: This position will be performed in office at corporate location in Jacksonville, FL.

EEO Compliance

We are an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sexual orientation, gender identity, national origin, veteran or disability status.

Job Type: Full-time

Pay: $17.31 - $19.23 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Ability to commute/relocate:

• Jacksonville, FL 32256: Reliably commute or planning to relocate before starting work (Required)

Education:

• High school or equivalent (Required)

Experience:

• Microsoft Excel: 1 year (Required)
• Administrative experience: 1 year (Required)
• Microsoft Office: 1 year (Required)
• Customer service: 1 year (Preferred)

Work Location: One location

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