Administrative Assistant II

Solera•Jacksonville, FL

5d•Onsite

About The Position

The reception role is responsible to welcome and directing visits, answering phone calls, scheduling appointments, and maintaining a clean and organized office. They also handle administrative tasks such as sorting mail, managing office supplies and providing general support to other staff members. A qualified candidate should possess strong communication skills, professionalism, and an accessible attitude. They should also be organized, detail-oriented, and capable of multitasking in a fast-paced environment. This position is important because it ensures the smooth operation of the office daily activities. A receptionist acts as the face of the company, helping to build trust and credibility with clients, and keeping internal workflows efficient.

Requirements

Any equivalent combination of education and experience which provides the applicant with the knowledge, skills, and abilities required to perform the job will be considered
High School Diploma or General Education Degree (GED)
Minimum of 1 year of experience in similar reception and /or facilities role
Must have hands-on experience with MS Office applications (Word, Excel, and Powerpoint); knowledge of other software applications
Must be reliable and a team player
Ability to effectively communicate with all levels of the Company and general public, both verbally and in writing
Ability to demonstrate a courteous, tactful, and professional approach with employees and external customers and vendors
Ability to accurately complete tasks/projects within allowed timeframes
Ability to orchestrate multiple activities simultaneously
Ability to perform special assignments as requested by management
Ability to efficiently organize, manage, and coordinate meetings and events
Ability to work both independently and as part of a team
Ability to maintain confidentiality

Responsibilities

Greet and coordinate all guests to Solera office including set-up of conference rooms and meetings
Support Facilities team with administrative tasks such as tracking and maintaining files
Welcome clients, prospective candidates, and other visitors
Communicate with vendors and schedule when needed
Maintain security by screening, registering, and referring visitors to the appropriate person
Forward voicemails to the appropriate department
Set up new employees with an employee access badge
Assist with ordering and maintaining office supplies for site
Assist staff in the implementation and organization of internal and building-to-building moves
Assist with the initiation of purchase orders as requested by management or other involved parties
Take maintenance requests, distributing and closing out work orders as required; coordinate service requests as needed
Responsible for shipping, receiving, and distribution of external and inter-office packages
Responsible for sorting and sending out mail
Maintain confidentiality
Perform other duties as assigned