Administrative Assistant Reception

Administrative Assistant

We're currently hiring for an Administrative Assistant on behalf of a client in Jacksonville, FL!

We are seeking a dedicated Administrative Assistant to serve as the primary receptionist, providing a welcoming environment for visitors and employees. This role will involve managing incoming and outgoing mail, coordinating visitor access, and maintaining parking permits and validations. The successful candidate will provide comprehensive administrative support to office leadership, assisting with the preparation of reports, operating plans, presentations, and special projects.

Responsibilities

• Greet visitors and employees as the primary receptionist.
• Manage incoming and outgoing mail and coordinate visitor access.
• Maintain parking permits and validations.
• Provide administrative support to office leadership, including preparing reports, operating plans, and presentations.
• Coordinate day-to-day office operations, including vendor communications, facility-related issues, and office supply management.
• Partner with building management to address office maintenance and operational needs.
• Assist with office moves, workstation assignments, and employee relocations.
• Support quality assurance initiatives by coordinating quality review schedules and maintaining documentation.
• Prepare, edit, and format business documents such as correspondence, reports, and meeting minutes.
• Process purchase card transactions and maintain supporting documentation for accounting.
• Draft and distribute office-wide communications on behalf of leadership.
• Assist Human Resources with new hire onboarding activities and documentation.
• Create and coordinate social media content highlighting office culture and events.
• Plan and coordinate internal events, including meetings and employee engagement activities.
• Support employee engagement committees and company culture initiatives.
• Coordinate logistics for meetings and events, including catering and visitor accommodations.
• Maintain organizational charts and office-wide distribution lists.
• Obtain and track business licenses, permits, and other required documentation.
• Perform additional administrative duties and special projects as assigned.

Essential Skills

• Administrative support experience.
• Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Strong written and verbal communication skills.
• Organizational skills with the ability to multi-task and prioritize effectively.
• Attention to detail and confidentiality.
• Experience in customer service and reception.
• Event planning and coordination skills.
• Vendor and facilities coordination experience.
• Human Resources support and onboarding experience.
• Social media management, particularly LinkedIn.

Job Type & Location

This is a Contract to Hire position based out of Jacksonville, FL.

Pay and Benefits

The pay range for this position is $25.00 - $25.00/hr. Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors. Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision; Critical Illness, Accident, and Hospital; 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available; Life Insurance (Voluntary Life & AD&D for the employee and dependents); Short and long-term disability; Health Spending Account (HSA); Transportation benefits; Employee Assistance Program; Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Jacksonville,FL.

Application Deadline

This position is anticipated to close on Sep 22, 2026.