Stellar is seeking a full-time Administrative Assistant to provide administrative support for several operations leaders. You will be responsible for effectively interacting with a diverse group of clients and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize diversified workload.
Responsibilities
Provide administrative support
Maintain schedules and calendars
Respond to incoming telephone calls, emails, MS Teams calls, etc.
Coordinate meeting and conference details
Set up project meetings, coordinate with vendors, clients, and internal
Take meeting minutes, combine minutes from project team
Manage travel and expense reporting
Obtain office supplies
Order tracking: parts check-in and returns
Sort and distribute mail
Assist in preparation of documents and reports
Complete new hire paperwork
Assist in writing contracts and purchase orders
Assist in client invoicing, vendor invoicing, tracking of invoices
Maintain project information until closeout
Create and assist with presentations, proposals, and bids
Assist in uploading drawings and set up of submittal reviews
Other duties as assigned
Qualifications
High school diploma
Minimum 3 years administrative experience, preferably in construction industry
Proficient with Microsoft Office products and Microsoft Outlook; JDEdwards, Procore, and Visio experience a plus.
About Stellar: Stellar, headquartered in Jacksonville, FL, is a fully integrated firm focusing on design, construction, architecture, engineering, and mechanical services worldwide for over 30 years. Stellar combines a multitude of capabilities to create buildings and systems of exceptional long-term quality, value and efficiency. From food processing plants and healthcare facilities to refrigerated warehouses, automated production lines and beyond, we offer an integrated approach to meet all our clients' needs.
Stellar is an Equal Opportunity Employer and does not discriminate against any applicants for employment based on their race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, physical or mental disability, genetic information, veteran status, uniformed servicemember status, or any other status protected by law.
