Stellar
Design Administrative Assistant
Stellar, Jacksonville, Florida, United States, 32290
Stellar is seeking a full-time Administrative Assistant to provide administrative support for design operations. You will be responsible for effectively interacting with a diverse group of design staff, clients and visitors, as well as internal contacts at all levels of the organization.
Responsibilities:
Process, track and manage contracts and purchase Professional Service AgreementsCreate, submit, and follow up on invoicesProof and format proposal documentsPerform miscellaneous data entry tasksServe as the lead Document Control resourceKeep internal SharePoint sites up to date with forms, manuals, etc.Manage department leader’s scheduleMaintain departmental calendars (PTO, travel, etc.)Coordinate on- and off-site meetings including Lunch & Learns sponsored by outside vendorsManage, order, and maintain office suppliesManage travel arrangementsMaintain training logs/recordsOther admin functions as requiredQualifications:
High school diplomaMinimum 5 years administrative experience, preferably in architectural & engineering industryProficient with Microsoft Office products, including Teams, Excel, Word and OutlookGeneral accounting capabilitiesProcore experience a plusExcellent customer service and communication skillsAbout Stellar
Stellar offers a comprehensive package which includes:
Competitive pay based on experiencePaid Time Off – accrue 15 days (120 hours) within first year of servicePaid holidaysMedical, dental, and vision insurance optionsTax-advantaged accounts (HSA, FSA, Dependent Care FSA)Company-paid life and disability insurance401(k) – company match with immediate vesting
Stellar, headquartered in Jacksonville, FL, is a fully integrated firm focusing on design, construction, architecture, engineering, and mechanical services worldwide for over 30 years. Stellar combines a multitude of capabilities to create buildings and systems of exceptional long-term quality, value and efficiency. From food processing plants and healthcare facilities to refrigerated warehouses, automated production lines and beyond, we offer an integrated approach to meet all our clients’ needs.
Stellar is an Equal Opportunity Employer and does not discriminate against any applicants for employment based on their race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, physical or mental disability, genetic information, veteran status, uniformed servicemember status, or any other status protected by law.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)
Responsibilities:
Process, track and manage contracts and purchase Professional Service AgreementsCreate, submit, and follow up on invoicesProof and format proposal documentsPerform miscellaneous data entry tasksServe as the lead Document Control resourceKeep internal SharePoint sites up to date with forms, manuals, etc.Manage department leader’s scheduleMaintain departmental calendars (PTO, travel, etc.)Coordinate on- and off-site meetings including Lunch & Learns sponsored by outside vendorsManage, order, and maintain office suppliesManage travel arrangementsMaintain training logs/recordsOther admin functions as requiredQualifications:
High school diplomaMinimum 5 years administrative experience, preferably in architectural & engineering industryProficient with Microsoft Office products, including Teams, Excel, Word and OutlookGeneral accounting capabilitiesProcore experience a plusExcellent customer service and communication skillsAbout Stellar
Stellar offers a comprehensive package which includes:
Competitive pay based on experiencePaid Time Off – accrue 15 days (120 hours) within first year of servicePaid holidaysMedical, dental, and vision insurance optionsTax-advantaged accounts (HSA, FSA, Dependent Care FSA)Company-paid life and disability insurance401(k) – company match with immediate vesting
Stellar, headquartered in Jacksonville, FL, is a fully integrated firm focusing on design, construction, architecture, engineering, and mechanical services worldwide for over 30 years. Stellar combines a multitude of capabilities to create buildings and systems of exceptional long-term quality, value and efficiency. From food processing plants and healthcare facilities to refrigerated warehouses, automated production lines and beyond, we offer an integrated approach to meet all our clients’ needs.
Stellar is an Equal Opportunity Employer and does not discriminate against any applicants for employment based on their race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, physical or mental disability, genetic information, veteran status, uniformed servicemember status, or any other status protected by law.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)