Onsite Office Concierge & Admin Ops

Newfold Digital; Jacksonville (FL); On-site; USD 45,000 - 65,000; Full time

Job summary

Newfold Digital, based in Jacksonville, FL, is hiring an Office Assistant/Office Manager to support daily operations onsite. You’ll handle front desk duties, coordinate facilities, and assist Finance, Legal, HR, and IT with administrative tasks to keep the office running smoothly.

The role emphasizes strong organizational skills, discretion, and professional communication, with potential for notary certification.

Qualifications

• Prior experience in office management, reception, administrative support, facilities coordination, or a similar role.
• Strong organizational skills with the ability to manage multiple priorities and time-sensitive requests.
• Professional communication skills and the ability to interact with employees, visitors, vendors, and internal teams.
• High attention to detail, especially when handling mail, legal documents, financial records, office supplies, and confidential materials.
• Ability to maintain discretion and confidentiality when supporting Finance, Legal, HR, and executive operations.
• Comfortable using office technology, shipping systems, printers, scanners, and common business tools.
• Notary certification preferred or willingness to obtain if required for the role.

Responsibilities

• 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.

Skills

Office management experience

Organizational skills

Professional communication

Attention to detail

Discretion & confidentiality

Office technology proficiency

Notary certification

Job description

Newfold Digital, based in Jacksonville, FL, is hiring an Office Assistant/Office Manager to support daily operations onsite. You’ll handle front desk duties, coordinate facilities, and assist Finance, Legal, HR, and IT with administrative tasks to keep the office running smoothly.

The role emphasizes strong organizational skills, discretion, and professional communication, with potential for notary certification.