Administrative Assistant

City Wide Facility Solutions; Jacksonville (FL); On-site; USD 32,000 - 46,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life insurance

Short-term disability insurance

Long-term disability insurance

401(k) Match

Unlimited paid time off

Paid time to support charities

Job summary

City Wide Facility Solutions is seeking an Administrative Assistant to act as the company’s official representative with clients, candidates, and independent contractors. The role covers personnel, payroll, finance, budget, sales, and other administrative duties to keep operations disciplined and scalable.

This position emphasizes strong communication, confidentiality, and proficiency in Microsoft Office. It is an office-based role with occasional travel for events and team activities, offering

Qualifications

• Excellent communication and interpersonal skills are essential.
• Proficiency with Microsoft Word, Excel, and Outlook is required.
• Strong organization and ability to handle confidential information.

Responsibilities

• Greet visitors and manage sign-in processes.
• Answer and route phone calls; relay messages accurately.
• Process applications and assist candidates during the process.
• Handle mail and distribute documents efficiently.
• Maintain office files, supplies, and conference rooms.
• Prepare and update operations and sales boards as directed.
• Log paychecks and packages; ensure accountability.

Skills

Strong communication

MS Office proficiency

Organizational skills

Confidentiality

Tools

Word

Excel

Outlook

Job description

OBJECTIVE
The Administrative Assistant is the official representative of City Wide when interacting with clients, customers, and independent contractors (IC) in the areas of personnel, payroll, finance, budget, sales, and other business-related areas. The overall goal of this position is to execute operations and administrative functions so that the company can efficiently and effectively operate in a disciplined and scalable manner.

ESSENTIAL FUNCTIONS

• Work check-in for ASM events and provide administrative support during events as needed
• Greet visitors pleasantly and ensure all guests properly sign in upon arrival
• Issue and accept job applications; assist candidates during the application process
• Answer and route phone calls professionally; take and relay accurate messages as necessary
• Handle, sort, and distribute incoming and outgoing mail efficiently
• Assist in copying, scanning, and creating office files for various departments
• Process badge and uniform requests from employees and independent contractors (ICs)
• Administer and grade Wonderlic and Excel assessments for job applicants
• Prepare and maintain the breakroom, including stocking coffee, utensils, and supplies
• Prepare conference rooms daily to ensure readiness for meetings
• Maintain supply inventory for both office and breakroom, restocking as needed
• Maintain and update Operations and Sales Boards as directed
• Keep accurate digital logs of mail, paychecks, and packages to ensure accountability.

POSITION REQUIREMENTS

• Strong communication and interpersonal skills
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
• Excellent organizational and multitasking abilities
• Detail-oriented with strong follow-through
• Ability to always maintain confidentiality and professionalism

PHYSICAL DEMANDS
The physical demand requirements that must be met by an employee to successfully perform the essential functions of this job. Examples of physical demands include extended periods working at a desk, phone screening, engaging prospective contractors and employees in sales and client management dialogue, and onsite business development activities.

ENVIRONMENT
Office-based position with occasional travel for events or off-site team activities. Regular interaction with employees, leadership, and external vendors.

City Wide Facility Solutions offers a competitive compensation and benefits package, including:

• Medical insurance
• Dental insurance
• Vision insurance
• Life insurance
• Short-term disability insurance
• Long-term disability insurance
• 401(k) Match
• Unlimited paid time off
• Paid time to support charities and community organizations

City Wide prides itself on a culture rich in history, collaboration, professional growth, and continual learning. Employees work in an exciting, fast-paced atmosphere with opportunities to grow their careers while helping clients solve a wide range of facility maintenance needs.