Office Administrator & Events Coordinator

HDR; Jacksonville (FL); On-site; USD 38,000 - 48,000; Full time

Job summary

HDR is seeking an Administrative Assistant to join our Jacksonville, FL office. You will support receptionist duties, mail processing, supplies, and office coordination to keep daily operations smooth.

You will assist with onboarding new hires, prepare social media posts promoting office activities, and help plan internal staff events. Strong MS Office skills and confidentiality are essential.

Qualifications

• High School diploma or equivalent required.
• Excellent verbal and written communication including grammar, punctuation, proofreading, spelling and telephone skills.
• Flexibility and ability to prioritize and handle multiple tasks and various managers in a fast-paced environment.
• Self-motivated, well-organized and detail-oriented; able to handle confidential information.
• Proficiency with MS Office including Word and Outlook.

Responsibilities

• Provide receptionist duties including greeting visitors and employees, processing all incoming and outgoing mail/UPS/certified mail, ensuring break room is clean and stocked throughout the day, and maintain building parking permits and visitor parking validation.
• Assist office leadership with office administration, administrative support, and preparation of operating plans and other special reports
• Take responsibility for office administrative operations, including coordinating with office building management for issues and vendors as need, maintaining and purchasing office supplies, assisting with office space planning & moves, and obtaining business licenses and professional occupational licenses
• Assist Quality Coordinator with scheduling quality reviews and associated documentation
• Type, revise and combine materials such as correspondence, reports, records, forms, meeting minutes, scientific or technical material, numerical data, and tabular information from rough draft, corrected copy or previous versions
• Maintain a record of assigned workstations in the office and coordinate with internal I.T. and leadership team when staff relocate to new workstations
• Assist with purchase-card transactions and track receipts to give to accounting with backup documentation
• Assist with office-wide communications including sending out communication on behalf of office leadership
• Assist HR with onboarding new hires and collecting new hire paperwork
• Prepare social media posts promoting office activities
• Lead the planning and coordination of internal staff events such as committee and all-staff meetings.
• Support employee engagement committees
• Coordinate meetings held in Jacksonville office including assisting with onsite meals, dinner reservations, and other large meeting needs
• Keep the area organizational chart up to date and maintain the areawide email distribution lists
• Coordinate building access for visitors
• Other duties as needed

Skills

Verbal and written communication

Multitasking

Detail-oriented

Organizational skills

Confidentiality

Education

Associates degree

High School diploma or equivalent

Tools

MS Word

PowerPoint

Excel

Outlook

LinkedIn

Job description

HDR is seeking an Administrative Assistant to join our Jacksonville, FL office. You will support receptionist duties, mail processing, supplies, and office coordination to keep daily operations smooth.

You will assist with onboarding new hires, prepare social media posts promoting office activities, and help plan internal staff events. Strong MS Office skills and confidentiality are essential.