Administrative Assistant

City Wide Facility Solutions•Jacksonville, FL

13d•Hybrid

About The Position

The Administrative Assistant is the official representative of City Wide when interacting with clients, customers, and independent contractors (IC) in the areas of personnel, payroll, finance, budget, sales, and other business-related areas. The overall goal of this position is to execute operations and administrative functions so that the company can efficiently and effectively operate in a disciplined and scalable manner.

Requirements

Strong communication and interpersonal skills
Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
Excellent organizational and multitasking abilities
Detail-oriented with strong follow-through
Ability to always maintain confidentiality and professionalism

Responsibilities

Work check-in for ASM events and provide administrative support during events as needed
Greet visitors pleasantly and ensure all guests properly sign in upon arrival
Issue and accept job applications; assist candidates during the application process
Answer and route phone calls professionally; take and relay accurate messages as necessary
Handle, sort, and distribute incoming and outgoing mail efficiently
Assist in copying, scanning, and creating office files for various departments
Process badge and uniform requests from employees and independent contractors (ICs)
Administer and grade Wonderlic and Excel assessments for job applicants
Prepare and maintain the breakroom, including stocking coffee, utensils, and supplies
Prepare conference rooms daily to ensure readiness for meetings
Maintain supply inventory for both office and breakroom, restocking as needed
Maintain and update Operations and Sales Boards as directed
Keep accurate digital logs of mail, paychecks, and packages to ensure accountability.