Administrative Assistant

City-Wide-Facility-Solutions; Jacksonville (FL); On-site; USD 36,000 - 48,000; 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

Charity time

Job summary

City Wide Facility Solutions in Jacksonville seeks an Administrative Assistant to represent the company with clients and independent contractors, handling payroll, finance, budgets, sales, and general operations.

You will greet visitors, manage sign-ins, process applications, route calls, handle mail, support copying and filing, administer assessments for applicants, and maintain breakroom and conference room readiness while ensuring confidentiality and professionalism.

Qualifications

• 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.

Responsibilities

• Greet visitors and ensure proper sign-in.
• Assist with job applications and guide candidates.
• Answer and route phone calls; relay messages.
• Handle mail and distribute items.
• Assist with copying, scanning, and filing.
• Process badge and uniform requests for staff and ICs.
• Administer Wonderlic and Excel assessments for applicants.
• Maintain breakroom and conference room readiness.
• Maintain supply inventory for office and breakroom.
• Update Operations and Sales Boards as directed.
• Keep digital logs of mail, paychecks, and packages.

Skills

Communication

Microsoft Office

Organizational skills

Confidentiality

Multitasking

Customer service

Tools

Microsoft Word

Microsoft Excel

Microsoft 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.