Administrative Assistant I -Part Time

Inframark - Orange Park, FL

Part-time - Entry Level

Orange Park, FL

1,001-5,000 employees

Professional, Scientific, and Technical Services

About the position

The Part Time Administrative Assistant I at Inframark, LLC is responsible for providing essential administrative support within a dynamic office environment. This role is designed for individuals who can commit to 16 hours a week, performing a variety of tasks that are crucial for the smooth operation of the office. The Administrative Assistant will be the first point of contact for guests, clients, and customers, ensuring that they are directed appropriately and that their needs are met in a timely manner. This position requires a proactive approach to managing office tasks and supporting the team in various capacities. In this role, the Administrative Assistant will handle incoming phone calls, including the distribution of messages during off-hours. They will also be responsible for inspecting community property and assisting with the coordination of meetings and events. This includes scheduling meetings, booking conference rooms, and providing necessary support during these gatherings. The Administrative Assistant will also manage general office duties such as copying, filing, mailing, and faxing, as well as maintaining office directories and filing systems. Additionally, they will manage office supplies and may assist with customer service, finance, and human resources tasks as needed. The role also involves preparing basic correspondence as directed by the manager and assisting with special projects. The Administrative Assistant is expected to demonstrate strong communication skills, a positive attitude, and the ability to work well under supervision while managing multiple tasks effectively. Attention to detail and problem-solving skills are essential for ensuring quality work and contributing to a positive internal and external customer experience.

Responsibilities

• Answers and directs phone calls, including distribution of off-hours messages.
• Inspects community property.
• Assists and directs all guests, clients, and customers for meetings, appointments, and service.
• Performs general office support duties including copying, filing, mailing, and faxing; maintaining office directories and filing systems; managing office supplies.
• May perform support tasks related to customer service, finance, and human resources as needed.
• Schedules meetings, books conference rooms, and assists in meeting support.
• Initiates action items from manager's meeting notes and distributes accordingly.
• Coordinates catering for events.
• Prepares basic correspondence (email, letter, etc.) as directed by manager and appropriate team members.
• Assists with special projects.
• Other duties as assigned (region specific).

Requirements

• High School Diploma or GED and 1-year related experience.
• Basic proficiency with Microsoft Office applications & internet.
• Ability to work with basic office equipment & phone systems.
• Ability to work with numbers, including calculations & cash handling.
• Ability to type 35 WPM, including Alpha-numeric keys & 10 key-machine.
• Working knowledge of billing and payment processing.
• Familiar with rate orders & contracts.
• Communicates clearly & professionally.
• Contributes to a positive internal & external customer experience.
• Willing to help others.
• Maintains composure in challenging situations.
• Pays attention to detail.
• Identifies & solves problems.
• Escalates issues accordingly.
• Checks work for quality.
• Works well with supervision.
• Takes projects to completion.
• Follows all company policies & SOPs.
• Manages multiple tasks.
• Demonstrates a positive attitude.
• Acts in accordance with company vision, mission & values.
• Takes accountability for own performance.
• Willing to take on additional assignments.