Administrative Assistant

Job Description

Job Description

We are looking for a dependable Administrative Assistant to support daily office operations in Jacksonville, Florida. This onsite role works Monday through Friday and is a Long-term Contract opportunity for someone who enjoys creating an organized, welcoming workplace. The position combines front desk coordination, administrative support, and assistance for the Sales Executive Team, making it ideal for a detail-oriented individual who can manage multiple priorities with discretion.

Responsibilities:
• Welcome visitors, oversee check-in activity, and help maintain a secure and well-organized front office environment.
• Sort and distribute incoming mail, packages, and deliveries while ensuring timely handling of office correspondence.
• Keep the reception area, shared spaces, and meeting rooms neat, stocked, and ready for daily use.
• Arrange meeting space schedules and assist teams with general administrative tasks across the office.
• Maintain accurate digital and paper records so information is easy to access and properly organized.
• Monitor inventory levels and coordinate purchasing for office, kitchen, and workplace supplies.
• Assist with travel planning, meeting preparation, and other coordination needs that support smooth office operations.
• Provide administrative support to the Sales Executive Team, including assistance with special projects and day-to-day requests.
• Manage the full expense submission process for sales leadership, ensuring reports are completed accurately and in line with company guidelines.
• Handle sensitive business information with sound judgment and confidentiality.• Diploma or degree in Business Administration, Office Management, or a related area of study.
• 1–3 years of experience in an administrative, receptionist, office coordination, or similar support role.
• Experience preparing and submitting expense reports with a high level of accuracy.
• Strong working knowledge of Microsoft Office, including Word, Excel, Outlook, and PowerPoint.
• Effective communication, organization, and multitasking skills in an office setting that requires attention to detail.
• Ability to work independently, manage changing priorities, and meet deadlines consistently.
• High attention to detail and a service-oriented approach to internal and external interactions.
• Ability to manage confidential information responsibly and perform duties that include frequent walking and sitting, along with occasional lifting of up to 20 pounds.