Administrative Associate - Jacksonville, FL

MSCCN; Jacksonville (FL); On-site; USD 28,000 - 38,000; Full time

Job summary

Haskell is seeking a detail-oriented clerical professional to provide front desk, conference services, and mailroom support at our Jacksonville, FL location. The role includes greeting visitors, managing a multi-line switchboard, scheduling conferences, and backing up other staff as needed.

The ideal candidate has a high school diploma with 0–1 year of office experience, strong Microsoft Office skills, and excellent organizational and communication abilities.

Qualifications

• High school degree or equivalent with 0–1 year of office/clerical experience.
• Proficiency in Microsoft Office.
• Strong organizational and communication skills.
• Ability to hear and see (with or without correction).
• Willingness to work overtime as required and approved.
• Ability to sit for long periods.
• Ability to keep confidential information.
• Attention to detail and accuracy in numbers and written materials.
• Ability to work with various office equipment.

Responsibilities

• Provide clerical, secretarial, and receptionist support for the department and team.
• Front desk duties: greet visitors, screen calls, and direct inquiries.
• Operate a multi-line switchboard and manage calendars and room reservations.
• Support conference services including room setups and vendor coordination.
• Handle mailroom tasks: mail pickup/delivery, sorting, postage, and records.
• Provide backup assistance to departmental staff as needed.

Skills

Microsoft Office

Organizational skills

Communication skills

Hearing/vision ability

Overtime flexibility

Sitting for long periods

Confidential information handling

Detail orientation

Numerical accuracy

General office equipment operation

Education

High school degree or equivalent

Job description

ATTENTION MILITARY AFFILIATED JOB SEEKERS - Our organization works with partner companies to source qualified talent for their open roles. The following position is available to Veterans, Transitioning Military, National Guard and Reserve Members, Military Spouses, Wounded Warriors, and their Caregivers. Unless specifically stated otherwise, this role is "On-Site" at the location detailed in the job post.

Job Description

At Haskell, you’re not just joining a company—you’re joining a nationally recognized Top Workplace where diverse perspectives and inclusive thinking drive stronger outcomes. Whether you’re starting out, growing your expertise, or leading the way, you’ll find a culture grounded in trust, driven by excellence, and built to support your goals. Here, you’ll have the opportunity, flexibility, and sense of belonging to grow your career your way—while making a real impact.

Scope of Position

The purpose of this role is to provide a wide variety of advanced clerical, secretarial and receptionist support (including backup coverage for switchboard) for the section, and its team members and the company as a whole.

1. Conference Services
   • Receives and reviews conference room reservation requests; schedules meetings, in services, conferences, confirms conference room schedule and services with clients.
   • Assures proper furniture arrangement; contacts other departments and service providers to obtain audio, video, sound, and lighting equipment, food and beverage services, and ensures equipment and services are provided as requested and resolves any related problems.
   • Setup, cleanup and stock conference rooms for meetings.
   • Maintain an accurate inventory for soft drinks, coffee, water, paper, plastic and other products needed for conference services.
   • Codes and verifies incoming invoices for payment. Issue timely invoices for services and supplies as needed.
   • Maintains a current calendar for upcoming meetings/conferences.
   • Employee activities include but are not limited to assisting with corporate events.
2. Front Reception Desk
   • Serve visitors by greeting, welcoming, directing and announcing them appropriately in a professional and friendly manner.
   • Monitor visitor access and maintain security awareness.
   • Operate a multiple line switchboard. Answer, screen and transfer any incoming phone calls to the appropriate person while providing basic information when needed. Operate paging system, when applicable.
   • Maintain conference room calendars for scheduled meetings with accuracy and follow up for usage of the room prior to the meeting.
   • Maintains a neat, clean and professional reception desk and area.
3. Mailroom
   • Provides internal and external mail services for assigned location. Includes making pickups and deliveries of internal and external mail, sorting, weighing and postage. Maintain postage and mailing supplies.
   • Runs miscellaneous errands per supervisor’s request.
   • Delivers copy paper to designated areas two times a week or as requested.
   • Maintain record retention files and documentation.
4. Provide assistance and backup support to other personnel as assigned in the department as assigned by supervisor.

Additional Qualifications/Responsibilities

Education/Experience

• High school degree or equivalent with 0-1 year of office, secretarial, or clerical experience.

Specific Knowledge, Skills, License, Certifications Etc.

• Proficiency in Microsoft office.
• Ability to hear and see (either naturally or with correction).
• Good organizational skills.
• Ability to work overtime as required and approved.
• Ability to sit for long periods of time.
• Effective written and verbal communication skills as well as the ability to carry out detailed written or verbal instructions independently.
• Ability to perform a variety of basic clerical duties, which may change often and be share with others.
• Be detail oriented and recognize errors in numbers and spelling in written materials.
• Ability to keep confidential information.
• Ability to perform advanced mathematical calculations.
• Ability to accomplish the described duties through the use of appropriate computer and general office equipment.

Environmental Factors and/or Physical Requirements

While performing the duties of this job, this position is required to have ordinary ambulatory skills sufficient to visit other locations; and the ability to stand, walk, stoop, kneel, crouch, and manipulate (lift, carry, move) light to medium weights of 10-50 pounds. Requires good hand-eye coordination, arm, hand and finger dexterity, including ability to grasp, and visual acuity to use a keyboard, operate equipment and read application/form information. The associate frequently is required to sit, reach with hands and arms, talk and hear.