Administrative Assistant / Receptionist

Vitis Energy•St. Augustine, FL

1d•Onsite

About The Position

Job Summary: The Administrative Assistant / Receptionist plays a vital role in supporting daily office operations and ensuring a seamless, professional experience for both staff and visitors. This position works closely with onsite teams to manage front office responsibilities, including opening and closing the office, greeting guests, and providing telephone coverage. In addition, the role supports key administrative functions such as data entry, expense report processing, and general office coordination. The ideal candidate is organized, detail-oriented, and adaptable, with strong communication and computer skills. They excel at managing multiple priorities in a fast-paced environment and work effectively with minimal supervision. Flexibility to support occasional after-hours events or meetings is required. Local Candidates Only

Requirements

3+ years of experience providing administrative support
Demonstrate high proficiency in MS Office (Word, Excel, Outlook, PowerPoint, etc.)
Demonstrate high level of professionalism and business etiquette
Ability to create high quality work products and deliverables with minimal supervision
Strong interpersonal judgment - team-first collaborator who reads situational dynamics, adjusts approach appropriately, and supports collective success
Experience in Concur, Canva, MS Business Central, Wordpress
Basic understanding of IT and help desk items
Thrives in fast pace collaborative work environment
Requirement to protect & safeguard confidential and proprietary information
Social media experience including planning and managing content in a corporate setting
Prolonged periods of sitting at a desk and working on a computer
Must be able to frequently lift or move items up to 20 pounds
As required; potential for overnights is < 10%
Full time, exempt, on-site (St. Augustine, FL)

Nice To Haves

Experience with or exposure to Concur, Microsoft Business Central, Microsoft Dynamics, or PowerBI is a plus

Responsibilities

Display superior interpersonal skills including courtesy, professionalism, and a cooperative attitude
Manage multiple workflows simultaneously while effectively prioritizing urgent and high-priority items
Adapt quickly to shifting deadlines, changing business needs, and evolving operational priorities
Prepare documents, letters, and presentations
Provide multi-line telephone coverage
Order office supplies and maintain organization of common areas
Restock food and beverage items
Research information from internal and external sources
Provide support with travel planning, and meetings
Establish and maintain relationships and contracts with travel vendors
Assist with gathering staff expense report documentation
Support all staff in timekeeping processes and records
Accounting data entry
Support all business departments in special projects
Mail collection and distribution
Maintain office equipment
Website management and design updates
Social Media Posts
Distribution of internal weekly publications