Administrative Assistant

Providence School • Jacksonville, FL

15d

About The Position

Provide comprehensive clerical, communication, and organizational support to the Facility Director. Coordinate closely with the facility department team for purchase orders, purchasing, and invoicing. Serve as a liaison between the team and accounting to ensure accurate information flow and timely completion of administrative processes. Support departmental objectives by assisting with daily operations, documentation, scheduling, and interdepartmental coordination. Maintain a high standard of excellence while strengthening productivity, efficiency, and communication within the department and across the organization.

Requirements

• High school diploma or equivalent required; associate degree or higher preferred
• Previous administrative or facilities-related experience preferred
• Strong organizational and time-management skills
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office
• Ability to work independently and collaboratively in a team environment

Responsibilities

• Provide administrative and clerical support to the Facility Director, including scheduling, correspondence, filing, and document preparation
• Coordinate communication within the Facilities Department and with other departments
• Serve as a liaison with the Accounting Department regarding invoices, purchase orders, budgets, and related documentation
• Assist with tracking facility-related expenses, reports, and records
• Support departmental projects, meetings, and operational initiatives
• Maintain organized records, databases, and filing systems
• Prepare reports, presentations, and meeting agendas as requested
• Assist with maintenance schedules, compliance, policies, and procedural documentation
• In a backup capacity, assist with eSpace event submissions and respond to housekeeping radio calls to facilitate timely ticket submission and service coordination.
• Respond to inquiries professionally and route information appropriately
• Uphold a high standard of excellence, confidentiality, and professionalism

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED