Administrative Assistant

Vitis Energy; Saint Augustine (FL); On-site; USD 34,000 - 52,000; Full time

Benefits offered by this job

100% Employer-Paid Health Insurance

Life Insurance

Paid Time Off (PTO) & Holidays

401(k) Retirement Plan with Company Co

Job summary

Vitis Energy is seeking an Administrative Assistant in St. Augustine, FL to support daily office operations, document preparation, data entry, and coordination across departments.

The role emphasizes professionalism, discretion, and strong organizational skills to maintain efficient workflows and customer-facing interactions. Responsibilities include clerical tasks, travel planning support, and occasional marketing assistance, with opportunities to contribute to system enhancements, CRM

Qualifications

• Excellent organizational skills and attention to detail.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong written and verbal communication abilities.

Responsibilities

• Clerical and operations support including document preparation, mail distribution, and scheduling.
• Provide multi-line telephone coverage and visitor coordination.
• Support travel planning and meetings; engage with vendors and contracts as needed.

Skills

Organizational skills

Multitasking

Communication

Tools

Microsoft Office

CRM systems

Power Automate

Job description

Description

Job Summary:

The Administrative Assistant is a highly visible and dynamic role that supports daily office operations while creating a welcoming and professional environment for staff and visitors. This position provides essential administrative support through office coordination, document preparation, telephone coverage, data entry, and organization of day-to-day business operations.

The ideal candidate is highly organized, adaptable, and detail-oriented, with the ability to manage multiple priorities in a fast-paced environment. Success in this role requires strong communication skills, professionalism, discretion, and the ability to collaborate across departments while supporting system enhancements, workflow automation, CRM initiatives, and operational efficiency projects.

*Local Candidates Only*

Administrative Assistant Responsibilities (including, but not limited to):

Clerical and Operations Support:

• Display superior interpersonal skills including courtesy, professionalism, and a cooperative attitude
• Manage multiple workflows simultaneously while effectively prioritizing urgent and high-priority items
• Adapt quickly to shifting deadlines, changing business needs, and evolving operational priorities
• Prepare documents, letters, and presentations
• Provide multi-line telephone coverage
• Order office supplies and maintain organization of common areas
• Restock food and beverage items
• Research information from internal and external sources
• Occasionally provide support with travel planning, and meetings
• Establish and maintain relationships and contracts with travel vendors
• Assist with gathering staff expense report documentation
• Support occasional events or meetings outside normal business hours.
• Support all staff in timekeeping processes and records
• Accounting data entry
• Support all business departments in special projects
• Mail collection and distribution
• Maintain office equipment

Occasional Marketing Support:

• Website management and design updates
• Social Media Posts
• Distribution of internal weekly publications

Technical Projects Support:

• Provide administrative and coordination support for special technical projects across multiple departments
• Assist with project activities related to AI platforms, automation tools, and operational technology initiatives
• Support Microsoft CRM customization efforts through coordination, documentation, testing, and data organization
• Assist with Power Automate workflow updates, process tracking, and implementation support
• Support testing, deployment coordination, and tracking of system updates and enhancements

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer
• Must be able to frequently lift or move items up to 20 pounds

Travel:

As required; potential for overnights is < 10%

Type of Position:

Full time, on-site (St. Augustine, FL)

** Please note: We are unable to provide visa sponsorship for this position. Applicants must be legally authorized to work in the United States without current or future sponsorship. **

Employer-Paid Benefits Package:

At Vitis Energy, we believe in taking care of our team just as we care for our projects — with long-term vision and strong support. Our comprehensive, employer-paid benefits package is designed to support your health, well-being, and future. Full-time employees enjoy:

• 100% Employer-Paid Health Insurance Coverage for medical, dental, and vision insurance for employees.
• Life Insurance Employer-paid life insurance policies for peace of mind.
• Paid Time Off (PTO) & Holidays Paid time off, plus company-observed holidays to rest, recharge, and spend time with loved ones.
• 401(k) Retirement Plan with Company Contribution Employer-sponsored retirement plan with matching contributions to help you plan for the future.

Recruiting Agencies:

We value your interest in our organization. However, we must insist that you avoid direct contact with our employees. Our company has stringent policies concerning engagements with recruitment firms, and non-compliance with these guidelines could lead to legal consequences. Thank you for respecting our procedures and ensuring a professional relationship.