Design Administrative Assistant
4 weeks ago
Stellar is seeking a full-time Administrative Assistant to provide administrative support for design operations. You will be responsible for effectively interacting with a diverse group of design staff, clients and visitors, as well as internal contacts at all levels of the organization.
Responsibilities:
- Process, track and manage contracts and purchase Professional Service Agreements
- Create, submit, and follow up on invoices
- Proof and format proposal documents
- Perform miscellaneous data entry tasks
- Serve as the lead Document Control resource
- Keep internal SharePoint sites up to date with forms, manuals, etc.
- Manage department leader’s schedule
- Maintain departmental calendars (PTO, travel, etc.)
- Coordinate on- and off-site meetings including Lunch & Learns sponsored by outside vendors
- Manage, order, and maintain office supplies
- Manage travel arrangements
- Maintain training logs/records
- Other admin functions as required
Qualifications:
- High school diploma
- Minimum 5 years administrative experience, preferably in architectural & engineering industry
- Proficient with Microsoft Office products, including Teams, Excel, Word and Outlook
- General accounting capabilities
- Procore experience a plus
- Excellent customer service and communication skills
About Stellar
Stellar offers a comprehensive package which includes:
- Competitive pay based on experience
- 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.
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