Administrative Assistant I

Administrative AssistantJob Summary: The Administrative Assistant will provide essential support to ensure the smooth functioning of the office. This role involves a wide range of administrative tasks and requires excellent organizational skills, attention to detail, and the ability to manage multiple responsibilities simultaneously. The ideal candidate will be proactive, adaptable, and able to work independently as well as part of a team.

Responsibilities include managing schedules, handling correspondence, preparing reports, and coordinating office activities. The Administrative Assistant will play a vital role in maintaining an efficient and productive work environment, contributing to the organization's overall success.Duties/Responsibilities:Manage and coordinate schedules and appointmentsHandle incoming and outgoing correspondencePrepare and compile reports and presentationsReview and submit field employee timesheetsMaintain labor hour logs for subcontractorsManage travel and expense reportingOrder field-related safety suppliesCoordinate office activities and eventsMaintain filing systems and recordsAssist in the preparation of meetings and conferencesManage office supplies and equipment inventoryProvide general administrative support to staff and managementEnsure confidentiality and security of sensitive informationOther duties as assignedRequired Skills/Abilities:Strong organizational and time management skillsExcellent written and verbal communication abilitiesProficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)Ability to multitask and prioritize tasks effectivelyAttention to detail and problem-solving skillsExperience with office management systems and proceduresStrong interpersonal skills and ability to work in a teamDiscretion and trustworthiness in handling confidential informationAbility to work independently with minimal supervisionFamiliarity with booking travel arrangements and scheduling meetingsEducation/Experience:High school diploma or equivalent; additional qualifications in office administration are a plusProven experience as an administrative assistant or in a similar roleProficiency in MS Office (MS Excel and MS Word, in particular)Excellent written and verbal communication skillsStrong organizational skills with the ability to multitaskAttention to detail and problem-solving skillsTravel Requirements:Ability to travel occasionally to attend meetings, trainings, and events.Physical Requirements:Ability to sit, stand, and walk for long periods of time.Ability to use a computer, phone, printer, scanner, and other office equipment.Ability to lift, carry, and move up to 25 pounds of files, documents, and materials.About Stellar: Stellar offers a comprehensive package which includes: Competitive pay based on experience Remote & hybrid work options for many positions Paid Time Off - accrue 15 days (120 hours) within first year of service Paid holidays Medical, dental, and vision insurance options Tax-advantaged accounts (HSA, FSA, Dependent Care FSA) Company-paid life and disability insurance 401(k) - company match with immediate vesting Stellar, headquartered in Jacksonville, FL, is a fully integrated firm focusing on design, construction, architecture, engineering, and mechanical services worldwide for over 30 years. Stellar combines a multitude of capabilities to create buildings and systems of exceptional long-term quality, value and efficiency. From food processing plants and healthcare facilities to refrigerated warehouses, automated production lines and beyond, we offer an integrated approach to meet all our clients' needs. Stellar is an Equal Opportunity Employer and does not discriminate against any applicants for employment based on their race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, physical or mental disability, genetic information, veteran status, uniformed servicemember status, or any other status protected by law.