Administrative Coordinator

2 days ago

St Augustine, Florida, United States Vitis Energy, LLC Full time
Job Summary:

An Administrative Assistant / Receptionist will work closely with onsite staff to support all administrative activities, including opening and closing offices, greeting office guests, providing multi-line telephone coverage, data entry, and expense report processing, with a specialized focus on marketing support.

Qualified candidates will be highly organized, detail-oriented, creative, possess excellent communication, writing, design, and computer skills, and be able to multitask and prioritize with minimal supervision.

Must be willing to support occasional events or meetings outside normal business hours.

Duties/Responsibilities:
  • Clerical and Operations Support:
    • Display superior interpersonal skills, including courtesy, professionalism, and a cooperative attitude.
    • Prepare documents, letters, and presentations.
    • Provide multi-line telephone coverage.
    • Order office supplies and maintain organization of common areas.
    • Restock food and beverage items.
    • Research information from internal and external sources.
    • Provide support with travel planning and meetings.
    • Establish and maintain relationships and contracts with travel vendors.
    • Assist with gathering staff expense report documentation.
    • Support all staff in timekeeping processes and records.
    • Accounting data entry.
    • Support all business departments in special projects.
    • Mail collection and distribution.
    • Maintain office equipment.
  • Marketing Support:
    • Website management and design updates.
    • Media research.
    • Social Media Posts.
    • Distribution of internal weekly publications.
Requirements:
  • Admin Assistant / Receptionist - Required Skills/Experience:
    • 3+ years of experience providing administrative support.
    • Demonstrate high proficiency in MS Office (Word, Excel, Outlook, PowerPoint, etc.).
    • Demonstrate high level of professionalism and business etiquette.
    • Ability to create high-quality work products and deliverables with minimal supervision.
    • Experience in Concur, Canva, MS Business Central, WordPress.
    • Basic understanding of IT and help desk items.
    • Understanding of Microsoft Power Automate a plus.
    • Thrives in fast-paced collaborative work environment.
    • Requirement to protect and safeguard confidential and proprietary information.
    • Social media experience, including planning and managing content in a corporate setting.
Physical Requirements:
  • Prolonged periods of sitting at a desk and working on a computer.
  • Must be able to frequently lift or move items up to 20 pounds.

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