Office Assistant

Newfold Digital•Jacksonville, FL

9d•Onsite

About The Position

The Office Assistant is responsible for supporting daily office operations, managing front desk and reception activities, coordinating onsite administrative needs, and providing support across Finance, Legal, HR, IT, and general business operations. This role serves as a key point of contact for employees, visitors, vendors, and internal teams, helping ensure the office runs smoothly, professionally, and efficiently.

Requirements

Prior experience in office management, reception, administrative support, facilities coordination, or a similar role.
Strong organizational skills with the ability to manage multiple priorities and time-sensitive requests.
Professional communication skills and the ability to interact with employees, visitors, vendors, and internal teams.
High attention to detail, especially when handling mail, legal documents, financial records, office supplies, and confidential materials.
Ability to maintain discretion and confidentiality when supporting Finance, Legal, HR, and executive operations.
Comfortable using office technology, shipping systems, printers, scanners, and common business tools.

Nice To Haves

Notary certification preferred or willingness to obtain if required for the role.

Responsibilities

Operate the corporate phone line and ensure calls and voicemails are directed to the appropriate teams.
Welcome visitors, coordinate security badges, and assist with visitor clearance processes.
Maintain inventory of office supplies, food, beverages, mailing supplies, and postage.
Receive, sort, and distribute mail to departments, while retaining legal, tax, and other important documents as needed.
Coordinate vendor access and onsite supervision for recurring service providers, including facilities, storage, pest control, and supply vendors.
Track conference room reservations, office equipment, and related onsite resources.
Coordinate reservations, food orders, room setup, and logistics for onsite meetings below the C-suite level.
Maintain required HR, Legal, operational postings, certificates, and office documentation.
Support shipping and fulfillment needs, including FedEx web lock pins, customer service requests, affinity groups, and corporate swag.
Arrange Iron Mountain retrievals for tax, legal, HR, or other business records as needed.
Provide general onsite administrative support, including printing, filing, shipment receipt, cleanup, and office organization.
Provide backup support for IT equipment logging and shipping when needed.
Assist with tax-related administration, including scanning certificates and forms and sending checks or forms to the IRS and state offices as needed.
Support corporate card administration by forwarding U.S. cards to employees and activating and storing cards for other countries.
Maintain records of incoming checks and route payments to the appropriate lockboxes for CAD, U.S. Brands, Netfirms, MarkMonitor, and other applicable groups.
Scan legal checks for approval prior to processing when required.
Assist Accounts Payable with printing checks for U.S. and Canadian entities.
Send time-sensitive notices, forms, and legal documents as requested.
Collect, record, and maintain accrual information.
Coordinate signatures and notarize documents as needed.
Order supplies for Legal team members and paralegals, including specialty paper, ink, and other business needs.
Receive subpoenas and support secure paperwork handoffs with law enforcement or other parties under Legal direction.