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Administrative Assistant/Document Control Specialist

1 month ago

Jacksonville, Florida, United States Stellar Energy Americas Inc Full time
Job Summary

We are seeking an experienced Administrative Assistant/Document Control Specialist to join our team at Stellar Energy Americas Inc. The successful candidate will be responsible for providing administrative support to our office, including reception, mail, and facilities management.

The ideal candidate will have excellent communication and organizational skills, with the ability to work independently and as part of a team. They will be responsible for directing and coordinating office services, including developing and supervising programs for the maximum utilization of services and equipment.

Key Responsibilities:

  • Provide administrative support to the office, including reception, mail, and facilities management.
  • Direct and coordinate office services, including developing and supervising programs for the maximum utilization of services and equipment.
  • Arrange internal office moves and provide arrangements for office meetings.
  • Perform clerical duties, including typing, filing, and completion of simple forms.
  • Sort and file records related to office activities, business transactions, and other matters.
  • Respond to and resolve administrative inquiries and questions.
  • Maintain office supplies and coordinate maintenance of office equipment.
  • Replenish break room inventory daily.
  • Maintain filing systems either manually or electronically.
  • Work with Facilities Maintenance to solve and handle routine building maintenance.
  • Set up offices for new employees and manage employee office moves and purchase office furniture as needed.
  • Order office signage.
  • Communicate with IT and/or Star2Star regarding purchase of new office phones, adding or moving phones/extensions.
  • Input daily time entry for shop personnel into ADP.
  • Assist in organizing SEA special events and meetings coordination.

Requirements:

  • High school diploma or equivalent.
  • Intermediate to advanced proficiency in Microsoft Excel, Word, PowerPoint, and Outlook.

Preferred Qualifications:

  • Bachelor's degree in a related discipline from an accredited university.
  • 2+ years of experience with hands-on support activities.

Work Environment:

This position operates out of a fabrication facility. While performing the duties of this job, the employee is sometimes exposed to fumes or airborne particles, moving mechanical parts, and vibration. The employee is occasionally exposed to a variety of extreme conditions at construction job sites. The noise level in the work environment and job sites can be loud.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand, walk, use hands to finger, handle, or feel, and reach with hands and arms. The employee is occasionally required to sit, climb or balance, and stoop, kneel, crouch, or crawl. The employee must frequently lift or move up to 10 pounds and occasionally lift or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Expected Hours of Work:

This is a full-time position. First shift days and hours of work are Monday through Friday, 7:00 a.m. to 3:30 p.m. Occasional evening and weekend work may be required as job duties demand.

Travel:

Travel is primarily not required, with the exception of local travel during the business day.