Administrative Assistant

Providence School of Jacksonville; Jacksonville (FL); On-site; USD 30,000 - 45,000; Full time

Job summary

Providence School of Jacksonville is seeking an Administrative Support professional to assist the Facility Director in providing comprehensive clerical, communication, and organizational support. The role involves close coordination with the facilities team, ensuring accurate information flow, and contributing to departmental operations and objectives.

The ideal candidate should possess strong organizational skills, proficiency in Microsoft Office, and the ability to work independently or as part of a team. Previous administrative or facilities-related experience is preferred.

Qualifications

• High school diploma or equivalent required; associate degree or higher preferred.
• Previous administrative or facilities-related experience preferred.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office.
• Ability to work independently and collaboratively in a team environment.

Responsibilities

• Provide clerical support to the Facility Director.
• Coordinate communication within the Facilities Department and with other departments.
• Serve as a liaison with the Accounting Department regarding invoices and budgets.
• Assist with tracking facility-related expenses and reports.
• Support departmental projects and operational initiatives.
• Maintain organized records and filing systems.
• Prepare reports and meeting agendas.
• Assist with maintenance schedules and policy documentation.
• Respond to inquiries and uphold a standard of professionalism.

Skills

Organizational skills

Time-management skills

Written communication

Verbal communication

Microsoft Office proficiency

Education

High school diploma or equivalent

Associate degree or higher

Job description

Description

Provide comprehensive clerical, communication, and organizational support to the Facility Director. Coordinate closely with the facility department team for purchase orders, purchasing, and invoicing. Serve as a liaison between the team and accounting to ensure accurate information flow and timely completion of administrative processes. Support departmental objectives by assisting with daily operations, documentation, scheduling, and interdepartmental coordination. Maintain a high standard of excellence while strengthening productivity, efficiency, and communication within the department and across the organization.

Key Responsibilities

• Provide administrative and clerical support to the Facility Director, including scheduling, correspondence, filing, and document preparation
• Coordinate communication within the Facilities Department and with other departments
• Serve as a liaison with the Accounting Department regarding invoices, purchase orders, budgets, and related documentation
• Assist with tracking facility-related expenses, reports, and records
• Support departmental projects, meetings, and operational initiatives
• Maintain organized records, databases, and filing systems
• Prepare reports, presentations, and meeting agendas as requested
• Assist with maintenance schedules, compliance, policies, and procedural documentation
• In a backup capacity, assist with eSpace event submissions and respond to housekeeping radio calls to facilitate timely ticket submission and service coordination.
• Respond to inquiries professionally and route information appropriately
• Uphold a high standard of excellence, confidentiality, and professionalism

Requirements

• High school diploma or equivalent required; associate degree or higher preferred
• Previous administrative or facilities-related experience preferred
• Strong organizational and time-management skills
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office
• Ability to work independently and collaboratively in a team environment