Stellar · 3 hours ago
Administrative Assistant
Jacksonville, Florida, United States
Full-time
Onsite
New Grad, Entry LevelStellar is a fully integrated firm focusing on design, construction, architecture, engineering, and mechanical services worldwide for over 30 years. The Administrative Assistant will provide essential support to ensure the smooth functioning of the office, managing schedules, handling correspondence, and coordinating office activities.
ConsultingProduct Design
Responsibilities
Manage and coordinate schedules and appointments
Handle incoming and outgoing correspondence
Prepare and compile reports and presentations
Coordinate office activities and events
Maintain filing systems and records
Assist in the preparation of meetings and conferences
Manage office supplies and equipment inventory
Provide general administrative support to staff and management
Ensure confidentiality and security of sensitive information
Support compilation and submission of project billings
Collect necessary files from vendors & subcontractors on a periodic/monthly basis as required (i.e. lien waivers, payment applications, certificates of insurance, etc.)
Support project managers with subcontractor prequalification
Support lien waiver collection and payment application preparation
Other duties as assigned
Qualification
Required
Strong organizational and time management skills
Excellent written and verbal communication abilities
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
Ability to multitask and prioritize tasks effectively
Attention to detail and problem-solving skills
Experience with office management systems and procedures
Strong interpersonal skills and ability to work in a team
Discretion and trustworthiness in handling confidential information
Ability to work independently with minimal supervision
Familiarity with booking travel arrangements and scheduling meetings
High school diploma or equivalent; additional qualifications in office administration are a plus
Proven experience as an administrative assistant or in a similar role
Proficiency in MS Office (MS Excel and MS Word, in particular)
Excellent written and verbal communication skills
Strong organizational skills with the ability to multitask
Attention to detail and problem-solving skills
Flexibility to travel on short notice for urgent business needs, to attend meetings, trainings, and events
Maintain a professional demeanor and appearance during business trips
Compliance with company travel policies and procedures
Ability to sit, stand, and walk for long periods of time
Ability to use a computer, phone, printer, scanner, and other office equipment
Visual acuity for detailed work and computer use
Ability to lift, carry, and move up to 25 pounds of files, documents, and materials
Company
Stellar
Stellar, headquartered in Jacksonville, Florida, is a fully integrated firm focusing on design, engineering, construction, refrigeration, and mechanical and electrical services worldwide for over 40 years.
Founded in 1985
501-1000 employees
H1B Sponsorship
Stellar has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (16)
2024 (11)
2023 (13)
2022 (12)
2021 (14)
2020 (16)
Funding
Current Stage
Late StageLeadership Team
Brian Kappele
Chief Executive Officer
Mike Santarone
Chief Executive Officer
Recent News
PR Newswire
2025-01-16
Company data provided by crunchbase