Administrative Coordinator

6 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.

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-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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