Office Administrator

TRP Infrastructure Services; Jacksonville (FL); On-site; USD 42,000 - 60,000; Full time

Benefits offered by this job

Health Insurance

Dental Insurance

Vision Insurance

Life Insurance

Short-Term Disability Insurance

Long-Term Disability Insurance

401k

Job summary

TRP Infrastructure Services is seeking an Office Administrative role to support finance, HR, document control, and office operations in Jacksonville. The assistant will liaise between departments, back leadership, and ensure policy compliance in daily activities.

Ideal candidates will have HS Diploma or GED and 3–5 years in office administration or customer relations, strong MS Office skills, SAP experience preferred, and a valid driver’s license.

Qualifications

• Experience providing administrative support to management teams and departments.
• Proficiency with MS Office, Outlook, and SAP preferred for document control, payroll, and reporting.
• Ability to handle confidential information with discretion and professionalism.

Responsibilities

• Provide comprehensive administrative support to the management team, including scheduling meetings and managing calendars.
• Assist HR functions such as new hire paperwork, payroll support, and benefits coordination.
• Maintain document control, prepare reports and presentations, and ensure legal compliance.
• Oversee procurement of office supplies, manage vendor relationships, and maintain inventory records.
• Process invoices, manage expenses, and reconcile accounts payable/receivable.
• Support safety initiatives and maintain a healthy work environment; assist in project management activities.
• Serve as a liaison between departments and respond to urgent inquiries; overtime as needed.
• Foster positive client and staff relations and contribute to operational planning.

Skills

Organizational skills

Time management

Communication skills

Problem solving

Confidentiality

Education

HS Diploma or GED

Tools

MS Office

SAP

Outlook

Job description

The Office Administrative is instrumental in supporting the company's administrative operational, playing a pivotal role in ensuring the smooth execution of daily activities. This role demands a high level of efficiency in finance functions, document management expertise, and human resources support, closely mirroring the responsibilities of the Office Manager but tailored to the assistant level. The assistant will act as a liaison, facilitating communication between departments, supporting the management team, and ensuring that office operations are conducted in compliance with company policies and legal standards.

Requirements

• Administrative Leadership: Provide comprehensive administrative support to the management team, including but not limited to scheduling meetings, managing calendars, and organizing company events
• HR and Payroll Support: Assist in various human resources functions such as processing new hire paperwork, supporting payroll operations, and coordinating benefits enrollment. Facilitate the new employee orientation process and contribute to the implementation of HR policies
• Document Control and Compliance: Take charge of financial documents management, ensuring all paperwork is accurately filed, easily accessible, and compliant with legal requirements. Assist in preparing and reviewing reports and presentations as required
• Procurement and Inventory Management: Oversee the procurement of office supplies and equipment, manage vendor relationships, and maintain accurate inventory records to ensure the office is well-stocked and operational needs are met
• Financial Administration: Support financial administration tasks, including invoice processing, expense report management, and reconciliation of accounts payable and receivable
• Safety and Maintenance: Contribute to the maintenance of a safe and healthy work environment by participating in safety initiatives and ensuring that office equipment and facilities are maintained to high standards
• Client and Staff Relations: Act as a key point of contact for clients and staff, providing exceptional service and support to foster a positive and productive office environment
• Operational Support: Play a key role in operational planning and execution, including participation in strategic meetings, supporting project management activities, and ensuring efficient office operations
• Responds to urgent inquiries, coordinating timely assistance as needed
• Required to be available as needed for overtime
• All other duties as assigned

Knowledge, Skills & Abilities

• Advanced proficiency in Microsoft Office applications and a strong ability to adapt to new software and technology
• Exceptional organizational, time management, and prioritization skills, with a proven ability to manage multiple tasks simultaneously
• Strong interpersonal and communication skills, capable of effectively interacting with individuals at all organizational levels
• A high degree of professionalism and the ability to handle confidential information with the utmost discretion
• Demonstrated problem-solving skills and the ability to work independently as well as part of a team
• A strong understanding of business operations, human resources management, and financial processes

Education And Experience

• HS Diploma or GED (Required)
• Minimum 3 to 5 years' experience in office administration / customer relations (Required)
• Excellent knowledge of MS Office, including Word, Excel, Power Point and Outlook (Required)
• Driver's License with good driving record (Required)
• Great communication and interpersonal skills
• Ability to identify inefficient practices and develop best practice solutions
• SAP experience strongly preferred

Work Conditions/Physical Demands

• Regularly required to sit for extended periods
• Occasionally required to stand and walk for brief periods
• Frequent use of hands and fingers for handling or feeling and reaching with hands and arms
• Must have good vision for close work, distance viewing, color differentiation, and focus adjustments

Work Environment:

• Primarily an office setting
• Typically experiences a moderate noise level

TRP Infrastructure Services is proud to be an Equal Opportunity Employer and Veteran-Friendly Employer. We encourage veterans, transitioning service members, and qualified candidates from all backgrounds to apply. Employment decisions are made based on qualifications, merit, and business needs.

Benefits

• Health Insurance
• Dental Insurance
• Vision Insurance
• Life Insurance
• Short-Term Disability Insurance
• Long-Term Disability Insurance
• 401k