Administrative Assistant I - part-time

Halff Associates, Inc.; Jacksonville (FL); On-site; USD 23,000 - 30,000; Part time

Benefits offered by this job

Medical, dental, prescription and life

Long-term and short-term disability

Paid time off and holidays

401(k) + ESOP

Health Savings Account

529 College Savings Plan

Flexible spending accounts

Employee Assistance Plan

Job summary

Halff Associates, Inc. in Jacksonville, FL is seeking a Part-time Administrative Assistant to support a civil engineering and planning team. The position is 32 hours per week with core hours 8am–3pm, Monday through Friday.

You will handle day-to-day office duties, meetings, travel arrangements, expense reports, printer maintenance, and front-desk duties such as greeting visitors and answering phones. Proficiency in Microsoft Office is required, and ability to work independently and with a team

Qualifications

• 1+ years of administrative background.
• Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.
• Able to work independently and as part of a team.
• Excellent oral/written communication skills and attention to detail.
• Comfortable/accurate with numerical input.
• Ability to demonstrate a drive and initiate with a positive and professional approach.
• Must be able to perform duties in a timely manner as required or assigned.
• Knowledge of accounting and invoicing processes for data entry, billing, accounts payable/receivable are a plus, but not requirements.
• Experience working in an A/E firm is a plus, but not a requirement.

Responsibilities

• Assist with day-to-day office needs.
• Arrange meetings, events, and travel arrangements.
• Prepare expense reports.
• Printer maintenance and service coordination.
• Booking events and ordering meals for meetings.
• Data entry and submitting service requests.
• Maintain fleet vehicle records.
• Greet visitors and manage deliveries.
• Answer the phone and restock supplies.

Skills

Outlook

Word

Excel

PowerPoint

Job description

Part‑time Administrative Assistant – Jacksonville, FL

Halff has a current opening for a Part‑time Administrative Assistant in our Jacksonville, FL office. The Part‑time Administrative position is for 32 hours/week and will support a team of Civil Engineers, Landscape Architects & Planners, and Construction Services Inspection Staff. We are seeking an individual who demonstrates a sense of service, urgency, and the capability and commitment to engage collaboratively and effectively with colleagues, other departments, vendors, and clients in a courteous and efficient manner. Core hours: 8am-3pm, Monday through Friday.

Learn about Halff and our 75th Anniversary!

What you will do:

• Assist with day-to-day office needs:
  • Printing/binding, scanning, proofing documents
  • Arranging and organizing office meetings, events, and travel arrangements
  • Preparing expense reports
  • Printer maintenance (call service, change out toner, etc.)
  • Booking events, ordering food and setting up meetings
  • Data entry
  • Working with Operations Manager to submit service requests
  • Maintaining fleet vehicle records
  • Greeting visitors
  • Preparing/receiving deliveries
  • Answering the phone
  • Restocking and ordering office/breakroom supplies

What you will need:

• 1+ years of administrative background
• Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint
• Able to work independently and as part of a team
• Excellent oral/written communication skills and attention to detail
• Comfortable/accurate with numerical input
• Ability to demonstrate a drive and initiate with a positive and professional approach
• Must be able to perform duties in a timely manner as required or assigned
• Knowledge of accounting and invoicing processes for data entry, billing, accounts payable/receivable are a plus, but not requirements
• Experience working in an A/E firm is a plus, but not a requirement

Company Overview:

Halff is a full-service infrastructure consulting firm planned, designed, engineered, constructed - and purposed - for people. Since 1950, we've been creating smart solutions that improve lives and communities by turning ideas into reality.

Halff was founded on a core tenet: Focus on people, treat them well, and success will follow. It's no wonder, then, that our employees and the culture they create result in our firm consistently being named a Top Workplace in America.

Our industry-leading professionals collaborate to meet tough challenges in creative ways.You can view Halff's full complement of services here

Halff has over 30 offices in Texas, Oklahoma, Louisiana, Florida, Arkansas, Georgia and Arizona.For a full list of our locations, click here

We offer excellent benefits, including but not limited to:

• Medical, dental, prescription and life insurance
• Long-term and short-term disability insurance
• Paid time off (PTO) and 8 company paid holidays (and Veteran's Day for our veterans)
• Traditional and Roth 401(k) plans
• Employee Stock Ownership Plan (ESOP)
• Health Savings Account (HSA)
• 529 College Savings Plan
• Flexible spending accounts (FSA)
• Employee Assistance Plan
• Click here for a more comprehensive list of Halff's benefits

Salary is competitive and commensurate with experience.

All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, or other legally protected status.

Halff is a drug-free workplace. This offer of employment is contingent upon the receipt of a clear drug screen and background check prior to your first day of employment. This position may be subject to random drug testing pursuant to federal regulations.

#IND #EarlyCareer

Equal Opportunity Employer / Protected Veterans / Individuals with Disabilities

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.