Administrative Assistant

Priority Dispatch Corp.; Jacksonville (FL); On-site; USD 32,000 - 42,000; Full time

Job summary

City Wide is seeking an Administrative Assistant to serve as the official representative in interactions with clients, independent contractors, and internal teams. The role supports personnel, payroll, finance, and operations to keep the company running efficiently and scalably.

The position requires strong organization, discretion, and professional communication, with office-based duties and occasional event-related travel.

Qualifications

• Experience in office administration and handling routine clerical tasks.
• Ability to handle confidential information with discretion.
• Experience greeting visitors and managing sign-in procedures.

Responsibilities

• Greet visitors and manage sign-in for events.
• Answer and route phone calls; relay messages as needed.
• Process mail and maintain office files for multiple departments.
• Administer and grade Wonderlic and Excel assessments for job applicants.
• Prepare and maintain the breakroom, including stocking supplies.
• Prepare conference rooms daily to ensure readiness for meetings.
• Maintain supply inventory and restock as needed.
• Keep digital logs of mail, paychecks, and packages for accountability.

Skills

Strong communication

Interpersonal skills

Organizational skills

Multitasking

Attention to detail

Confidentiality

Professionalism

Tools

Microsoft Office Suite

Job description

OBJECTIVEThe 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 FUNCTIONSWork check-in for ASM events and provide administrative support during events as neededGreet visitors pleasantly and ensure all guests properly sign in upon arrivalIssue and accept job applications; assist candidates during the application processAnswer and route phone calls professionally; take and relay accurate messages as necessaryHandle, sort, and distribute incoming and outgoing mail efficientlyAssist in copying, scanning, and creating office files for various departmentsProcess badge and uniform requests from employees and independent contractors (ICs)Administer and grade Wonderlic and Excel assessments for job applicantsPrepare and maintain the breakroom, including stocking coffee, utensils, and suppliesPrepare conference rooms daily to ensure readiness for meetingsMaintain supply inventory for both office and breakroom, restocking as neededMaintain and update Operations and Sales Boards as directedKeep accurate digital logs of mail, paychecks, and packages to ensure accountability.POSITION REQUIREMENTSStrong communication and interpersonal skillsProficiency in Microsoft Office Suite (Word, Excel, Outlook)Excellent organizational and multitasking abilitiesDetail-oriented with strong follow-throughAbility to always maintain confidentiality and professionalismPHYSICAL DEMANDSThe 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.ENVIRONMENTOffice-based position with occasional travel for events or off-site team activities. Regular interaction with employees, leadership, and external vendors.