Administrative Assistant / Receptionist

Description

Job Summary:

The Administrative Assistant / Receptionist plays a vital role in supporting daily office operations and ensuring a seamless, professional experience for both staff and visitors. This position works closely with onsite teams to manage front office responsibilities, including opening and closing the office, greeting guests, and providing telephone coverage. In addition, the role supports key administrative functions such as data entry, expense report processing, and general office coordination.

The ideal candidate is organized, detail-oriented, and adaptable, with strong communication and computer skills. They excel at managing multiple priorities in a fast-paced environment and work effectively with minimal supervision. Flexibility to support occasional after-hours events or meetings is required.

*Local Candidates Only*

 Administrative Assistant / Receptionist Duties/Responsibilities (including, but not limited to):

Clerical and Operations Support:

 · Display superior interpersonal skills including courtesy, professionalism, and a cooperative attitude

· Manage multiple workflows simultaneously while effectively prioritizing urgent and high-priority items
· Adapt quickly to shifting deadlines, changing business needs, and evolving operational priorities

· 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

Occasional Marketing Support:

· Website management and design updates

· 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.)

· Experience with or exposure to Concur, Microsoft Business Central, Microsoft Dynamics, or PowerBI is a plus

· Demonstrate high level of professionalism and business etiquette

· Ability to create high quality work products and deliverables with minimal supervision

· Strong interpersonal judgment - team-first collaborator who reads situational dynamics, adjusts approach appropriately, and supports collective success

· Experience in Concur, Canva, MS Business Central, Wordpress

· Basic understanding of IT and help desk items 

· 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

Travel:  As required; potential for overnights is < 10%

Type of Position: Full time, exempt, on-site (St. Augustine, FL)

 Employer-Paid Benefits Package: At Vitis Energy, we believe in taking care of our team just as we care for our projects — with long-term vision and strong support. Our comprehensive, employer-paid benefits package is designed to support your health, well-being, and future. Full-time employees enjoy:

• 100% Employer-Paid Health Insurance  Coverage for medical, dental, and vision insurance for employees.
• Life Insurance  Employer-paid life insurance policies for peace of mind.
• Paid Time Off (PTO) & Holidays  Paid time off, plus company-observed holidays to rest, recharge, and spend time with loved ones.
• 401(k) Retirement Plan with Company Contribution  Employer-sponsored retirement plan with matching contributions to help you plan for the future.

Recruiting Agencies: We value your interest in our organization. However, we must insist that you avoid direct contact with our employees. Our company has stringent policies concerning engagements with recruitment firms, and non-compliance with these guidelines could lead to legal consequences. Thank you for respecting our procedures and ensuring a professional relationship.