Administrative Assistant & Office Operations Lead

Fashion Institute of Design & Merchandising; Jacksonville (FL); On-site; USD 40,000 - 55,000; Full time

Job summary

HDR is seeking an Administrative Assistant in Jacksonville, FL. You will provide receptionist duties, support office leadership, manage supplies, coordinate with building management, and assist with HR onboarding and internal communications.

You will type and revise documents, support event planning, and help maintain IT/workstation logistics. A proactive, organized professional with strong MS Office skills will thrive in our employee-owned culture.

Qualifications

• High School diploma or equivalent is required.
• Excellent verbal and written communication skills.
• Proficiency with MS Office including Word and Outlook.
• Flexible, organized, and able to handle multiple tasks and managers in a fast-paced environment.
• Ability to handle confidential information.

Responsibilities

• Provide receptionist duties including greeting visitors and employees, processing mail/UPS/certified mail, ensuring break room is clean and stocked, and maintain building parking permits and visitor parking validation.
• Assist office leadership with administration and preparation of operating plans and other special reports.
• Coordinate office operations, including with building management for issues and vendors, maintain supplies, assist with space planning and moves, and obtain licenses.
• Assist Quality Coordinator with scheduling quality reviews and associated documentation.
• Type, revise and combine materials from rough drafts, corrected copies, or previous versions.
• Maintain records of assigned workstations and coordinate with IT and leadership on relocations.
• Assist with purchase-card transactions and track receipts for accounting.
• Assist with internal communications including sending out notices on behalf of office leadership.
• Assist HR with onboarding new hires and collecting new hire paperwork.
• Prepare social media posts promoting office activities.
• Lead planning and coordination of internal staff events and committees.
• Coordinate meetings held in Jacksonville office including onsite meals and reservations.
• Keep the area organizational chart up to date and maintain distribution lists.
• Coordinate building access for visitors.
• Other duties as needed.

Skills

Verbal communication

Written communication

Multitasking

Organization

Confidentiality

MS Office

Education

High School diploma

Tools

MS Office (Word, Outlook)

Job description

HDR is seeking an Administrative Assistant in Jacksonville, FL. You will provide receptionist duties, support office leadership, manage supplies, coordinate with building management, and assist with HR onboarding and internal communications.

You will type and revise documents, support event planning, and help maintain IT/workstation logistics. A proactive, organized professional with strong MS Office skills will thrive in our employee-owned culture.