Office Assistant

WebHosting; Jacksonville (FL); On-site; USD 42,000 - 64,000; Full time

Job summary

Newfold Digital is seeking an on-site Office Manager in Jacksonville, FL to oversee day-to-day administrative operations. You will coordinate visitors, security, mail, and office supplies, and ensure smooth facilities operations for multiple departments.

You will support HR, Legal, and Accounts Payable tasks, manage vendor access, and assist with printing, shipments, and equipment logistics in a fast-paced environment.

Qualifications

• Administrative work experience in a corporate office.
• Ability to coordinate facilities, vendors, and visitors.
• Experience handling documents, payroll or tax-related paperwork is a plus.

Responsibilities

• Operate the corporate phone line and direct calls to teams.
• Welcome visitors, issue security badges, and handle visitor clearance.
• Maintain office supplies inventory and procurement.
• Sort, distribute mail, and retain important documents as needed.
• Coordinate access for service providers and track onsite resources.
• Schedule conference rooms and meetings, including logistics for onsite events.
• Maintain HR, Legal, and office postings and documentation.
• Assist with shipping, fulfillment, and corporate swag requests.
• Support IT equipment logging and shipping when needed.

Skills

Office administration

Vendor coordination

Facilities coordination

Document management

Accounts payable support

Tools

MS Office

Job description

On-site Full-time Not specified Operations

Job Description

What you’ll do & how you’ll make your mark.

• Operate the corporate phone line and ensure calls and voicemails are directed to the appropriate teams.
• Welcome visitors, coordinate security badges, and assist with visitor clearance processes.
• Maintain inventory of office supplies, food, beverages, mailing supplies, and postage.
• Receive, sort, and distribute mail to departments, while retaining legal, tax, and other important documents as needed.
• Coordinate vendor access and onsite supervision for recurring service providers, including facilities, storage, pest control, and supply vendors.
• Track conference room reservations, office equipment, and related onsite resources.
• Coordinate reservations, food orders, room setup, and logistics for onsite meetings below the C-suite level.
• Maintain required HR, Legal, operational postings, certificates, and office documentation.
• Support shipping and fulfillment needs, including FedEx web lock pins, customer service requests, affinity groups, and corporate swag.
• Arrange Iron Mountain retrievals for tax, legal, HR, or other business records as needed.
• Provide general onsite administrative support, including printing, filing, shipment receipt, cleanup, and office organization.
• Provide backup support for IT equipment logging and shipping when needed.

Finance and Records Support

• Assist with tax-related administration, including scanning certificates and forms and sending checks or forms to the IRS and state offices as needed.
• Support corporate card administration by forwarding U.S. cards to employees and activating and storing cards for other countries.
• Maintain records of incoming checks and route payments to the appropriate lockboxes for CAD, U.S. Brands, Netfirms, MarkMonitor, and other applicable groups.
• Scan legal checks for approval prior to processing when required.
• Assist Accounts Payable with printing checks for U.S. and Canadian entities.

Legal and Compliance Support

• Send time-sensitive notices, forms, and legal documents as requested.
• Collect, record, and maintain accrual information.
• Coordinate signatures and notarize documents as needed.
• Order supplies for Legal team members and paralegals, including specialty paper, ink, and other business needs.
• Receive subpoenas and support secure paperwork handoffs with law enforcement or other parties under Legal direction.

This is an onsite role that requires regular interaction with employees, visitors, vendors, and cross-functional teams. The Office Manager should be comfortable working in a fast-paced office environment, responding to daily operational needs, and providing reliable support across departments.

Employment with Newfold Digital is at-will and nothing in this Job Description should be interpreted or construed to alter the at-will employment relationship.

This Job Description includes the essential job functions required to perform the job described above, as well as additional duties and responsibilities. This Job Description is not an exhaustive list of all functions that the employee performing this job may be required to perform. The Company reserves the right to revise the Job Description at any time, and to require the employee to perform functions in addition to those listed above.