Office Support Specialist

TAYLOR ENGINEERING INC•Jacksonville, FL

154d•Onsite

About The Position

Taylor Engineering seeks to hire a detail-oriented and experienced Office Support Specialist (director of first impressions) to be the voice and face of the company when it matters most. Working with internal clients, the principal function of this position is to provide a fast-thinking layer of support. This is an on-site, full-time position based in our Jacksonville, Florida office. The Office Support Specialist will assist the organization as necessary to accomplish the mission through work in several administrative areas.

Requirements

A high school diploma or equivalent
1-3 years of front desk receptionist experience
Excellent oral and written communication skills and interpersonal abilities
Highly detail-oriented and ability to work independently
Ability to multitask
Working knowledge of Microsoft Office, general phone knowledge, and general hospitality/customer service skills

Nice To Haves

Familiarity with document management systems (SharePoint, OneDrive, or similar)
Experience with ADA compliance
Experience coordinating tasks across multiple stakeholders or teams
Basic familiarity with technical editing or administrative support within engineering, environmental, or technical workplaces (preferred but not required)

Responsibilities

Answer the main phone line and direct/transfer calls to the appropriate avenue; is expected to know where all staff is at all times of the day (per company calendar); takes and retrieves messages for various staff members; provides callers with information such as company address, directions to the company location, fax numbers, website and other related company information
Greets and hosts visitors of the company
Receives, sorts and forwards’ incoming mail; routes and organizes publications
Coordinates the pick-up and delivery of express mail services
Ensures the receptionist area, meeting rooms, and mail room are clean and well maintained
Ability to log, track, and organize incoming requests using internal systems, ensuring items are routed promptly and accurately.
Coordinate multi-step requests between technical staff and project leads; follow up proactively to ensure completion.
Provide basic technical editing support, including spelling out acronyms, ensuring consistent formatting, and conducting light grammar checks in letters and documents.
Transfer data between systems and templates accurately; maintain version control and document history.
Set up, maintain, and organize electronic file structures in accordance with company and/or program standards.
Support document preparation by assembling attachments, applying naming conventions, and ensuring all required components are included.
Assist with compiling reports, checklists, and administrative logs for internal teams.
Maintain strict attention to detail, especially when handling regulated or time-sensitive documents.
Other administrative duties as necessary