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Administrative Coordinator

2 months ago

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

Vitis Energy, LLC is seeking a highly organized and detail-oriented Administrative Assistant / Receptionist to support all administrative activities, including opening and closing offices, greeting office guests, providing multi-line telephone coverage, data entry & expense report processing, with a specialized focus on marketing support.

The ideal candidate will be very organized, detail-oriented, creative, possess excellent communication, writing, design, and computer skills, and be able to multi-task and prioritize with minimal supervision. Must be willing to support occasional events or meetings outside normal business hours.

Key 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
  • 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 pace collaborative work environment
  • Requirement to protect & 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