Administrative Assistant / Receptionist

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 / ReceptionistDuties/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

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

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.

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