Administrative Assistant

The Administrative Assistant will provide essential support to ensure the smooth functioning of the office (or project jobsite office). This role involves a wide range of administrative tasks and requires excellent organizational skills, attention to detail, and the ability to manage multiple responsibilities simultaneously. The ideal candidate will be proactive, adaptable, and able to work independently as well as part of a team. Responsibilities include managing schedules, handling correspondence, preparing project related reports, and coordinating office activities. The Administrative Assistant will play a vital role in maintaining an efficient and productive work environment, contributing to the overall success of the organization.

Duties/Responsibilities:

• Manage and coordinate schedules and appointments


• Handle incoming and outgoing correspondence


• Prepare and compile reports and presentations


• Coordinate office activities and events


• Maintain filing systems and records


• Assist in the preparation of meetings and conferences


• Manage office supplies and equipment inventory


• Provide general administrative support to staff and management


• Ensure confidentiality and security of sensitive information


• Support compilation and submission of project billings


• Collect necessary files from vendors & subcontractors on a periodic/monthly basis as required (i.e. lien waivers, payment applications, certificates of insurance, etc.)


• Support project managers with subcontractor prequalification


• Support lien waiver collection and payment application preparation. 


• Other duties as assigned

Required Skills/Abilities:

• Strong organizational and time management skills


• Excellent written and verbal communication abilities


• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)


• Ability to multitask and prioritize tasks effectively


• Attention to detail and problem-solving skills


• Experience with office management systems and procedures


• Strong interpersonal skills and ability to work in a team


• Discretion and trustworthiness in handling confidential information


• Ability to work independently with minimal supervision


• Familiarity with booking travel arrangements and scheduling meetings

Education/Experience:

• High school diploma or equivalent; additional qualifications in office administration are a plus


• Proven experience as an administrative assistant or in a similar role


• Proficiency in MS Office (MS Excel and MS Word, in particular)


• Excellent written and verbal communication skills


• Strong organizational skills with the ability to multitask


• Attention to detail and problem-solving skills

Travel Requirements:

• Flexibility to travel on short notice for urgent business needs, to attend meetings, trainings, and events.


• Maintain a professional demeanor and appearance during business trips.


• Compliance with company travel policies and procedures.

Physical Requirements: 

• Ability to sit, stand, and walk for long periods of time.


• Ability to use a computer, phone, printer, scanner, and other office equipment.


• Visual acuity for detailed work and computer use


• Ability to lift, carry, and move up to 25 pounds of files, documents, and materials.

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.