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Office Operations Associate

2 months ago

Jacksonville, Florida, United States Vaco Full time

Vaco Staffing is seeking an experienced Administrative Support Specialist for a prominent home builders association. This position plays a crucial role in our non-profit division, acting as the initial point of contact for our organization and managing a variety of administrative responsibilities.

Position Overview:

The ideal candidate will be a proactive and detail-oriented individual who excels in a fast-paced environment. The Administrative Support Specialist will be responsible for handling incoming communications, assisting with events, and maintaining relationships with donors and builder partners.

Key Responsibilities:
  • Reception Duties:
    • Professionally manage incoming phone calls and direct them appropriately.
    • Welcome visitors and ensure they have a positive experience.
    • Oversee office mail and general inquiries.
  • Administrative Functions:
    • Provide comprehensive administrative support, including scheduling and calendar management.
    • Assist in the preparation of reports and various documents.
    • Maintain inventory of office supplies and manage ordering processes.
  • Event Management:
    • Assist in the planning and execution of events, including logistics and participant coordination.
    • Collaborate with vendors and sponsors to ensure successful event delivery.
  • Communication with Stakeholders:
    • Engage with donors and builder partners through calls and correspondence.
    • Maintain accurate records of interactions and contributions.
    • Support the management of donor and partner databases.
  • Additional Responsibilities:
    • Assist with various administrative tasks as assigned.
    • Foster a collaborative team environment and support organizational objectives.
Qualifications:
  • Education: High school diploma or equivalent; associate's degree or higher preferred.
  • Experience: Minimum of 2 years in a receptionist or administrative support role, ideally within a non-profit context.
  • Skills:
    • Exceptional verbal and written communication abilities.
    • Proficient in Microsoft Office Suite and familiar with office equipment.
    • Strong organizational skills with meticulous attention to detail.
    • Ability to handle sensitive information with discretion.
    • Professional demeanor with a focus on outstanding customer service.
  • Additional Requirements:
    • Willingness to work flexible hours for events as necessary.
    • Capability to work independently and collaboratively.

Vaco is committed to creating a diverse workplace and encourages applications from individuals of all backgrounds.

EEO Notice

Vaco is an Equal Opportunity Employer and does not discriminate against any employee or applicant based on protected characteristics.

Vaco LLC is dedicated to the full inclusion of all qualified individuals and will provide reasonable accommodations for those with disabilities.

Privacy Notice

Vaco respects your privacy and is committed to transparency regarding our policies.

Pay Transparency Notice

Compensation for this role is determined by various factors, including skills, experience, and geographic considerations.