Administrative Assistant

Position Summary 

The Administrative Assistant provides essential support for the daily operations of our main office ensuring efficient administrative processes. Reporting to the Director of Administration, your core skills in computer literacy, organizational abilities, and customer service will enable you to manage tasks such as filing and calendar management. This role will be the go-to person for a variety of administrative tasks, ensuring the office runs smoothly and efficiently. This includes managing communications, organizing documents, handling data entry, and supporting the team with general office needs. 

The base location for this position is Gainesville, FL 32653.

DUTIES AND RESPONSIBILITIES:

• Answering phones
• Greeting visitors
• Data entry
• Dispersing intake forms
• Scanning and filing paperwork
• Monitoring, managing, and responding to emails
• Communicating with insurance agents and adjusters
• Accepting and shipping packages or mail
• Restocking supplies as needed (printer paper, bathroom, etc.)
• Providing application information to job seekers
• Upholding the Code of Business Conduct, demonstrating ethical behavior, integrity, and confidentiality in all tasks.
• Performing other duties as requested

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES: 

Knowledge

• Working knowledge of Microsoft Office Suite with at least 2 years of regular use in an office setting.
• Intermediate knowledge of PDF software and common functions
• Familiarity with office procedures and filing systems 

Skills

• Clear oral and written communication with coworkers, managers, clients, and the public.
• Strong organization, time management, and follow-through on detailed instructions.
• Customer service skills with at least 2 years of experience handling calls, messages, and requests.
• Accurate data entry with careful attention to detail.
• Ability to work closely with other departments and coordinate tasks across teams.

Abilities

• Lift up to 50 lbs. and regularly carry up to 25 lbs.; able to walk, stand, or sit for extended periods.
• Maintain professionalism and confidentiality while managing multiple tasks and deadlines.
• Learn office tools and systems quickly and apply procedures consistently. 

EDUCATION AND WORK EXPERIENCE: 

Required Qualifications

• 18 years of age or older.
• High School Diploma or equivalent.
• Reliable transportation to and from the Gainesville office.
• At least 2 years of administrative support experience in an office setting.
• At least 2 years of customer service experience.
• Proficiency with Microsoft Suite, to include Outlook, Teams, Excel, PowerPoint, etc.
• Basic math and calculation skills.
• Possess excellent written and verbal communication skills.
• Successful completion of pre-employment screenings, including a federal background check and drug test.
• Compliance with the company's Drug and Alcohol Policy.

Preferred Qualifications

• Associate’s degree in business administration, office management, or a related field.
• Experience supporting transportation, construction, public works, or roadway industries.
• Proficiency using collaboration tools such as SharePoint, Adobe, or similar document management platforms.