Administrative Assistant / Receptionist

Description:Job Summary:The Administrative Assistant / Receptionist plays a vital role in supporting daily office operations and ensuring a seamless, professional experience for both staff and visitors. This position works closely with onsite teams to manage front office responsibilities, including opening and closing the office, greeting guests, and providing telephone coverage. In addition, the role supports key administrative functions such as data entry, expense report processing, and general office coordination.The ideal candidate is organized, detail-oriented, and adaptable, with strong communication and computer skills. They excel at managing multiple priorities in a fast-paced environment and work effectively with minimal supervision. Flexibility to support occasional after-hours events or meetings is required.*Local Candidates Only*Administrative Assistant / Receptionist Duties/Responsibilities (including, but not limited to) :Clerical and Operations Support:Display superior interpersonal skills including courtesy, professionalism, and a cooperative attitudeManage multiple workflows simultaneously while effectively prioritizing urgent and high-priority itemsAdapt quickly to shifting deadlines, changing business needs, and evolving operational prioritiesPrepare documents, letters, and presentationsProvide multi-line telephone coverageOrder office supplies and maintain organization of common areasRestock food and beverage itemsResearch information from internal and external sourcesProvide support with travel planning, and meetingsEstablish and maintain relationships and contracts with travel vendorsAssist with gathering staff expense report documentationSupport all staff in timekeeping processes and recordsAccounting data entrySupport all business departments in special projectsMail collection and distributionMaintain office equipmentOccasional Marketing Support:Website management and design updatesSocial Media PostsDistribution of internal weekly publicationsRequirements:Admin Assistant / Receptionist - Required Skills/Experience:3+ years of experience providing administrative supportDemonstrate high proficiency in MS Office (Word, Excel, Outlook, PowerPoint, etc.)Experience with or exposure to Concur, Microsoft Business Central, Microsoft Dynamics, or PowerBI is a plusDemonstrate high level of professionalism and business etiquetteAbility to create high quality work products and deliverables with minimal supervisionStrong interpersonal judgment - team-first collaborator who reads situational dynamics, adjusts approach appropriately, and supports collective successExperience in Concur, Canva, MS Business Central, WordpressBasic understanding of IT and help desk itemsThrives in fast pace collaborative work environmentRequirement to protect & safeguard confidential and proprietary informationSocial media experience including planning and managing content in a corporate settingPhysical Requirements:Prolonged periods of sitting at a desk and working on a computerMust be able to frequently lift or move items up to 20 poundsTravel: As required; potential for overnights is Type of Position: Full time, exempt, on-site (St. Augustine, FL)Employer-Paid Benefits Package: At Vitis Energy, we believe in taking care of our team just as we care for our projects with long-term vision and strong support. Our comprehensive, employer-paid benefits package is designed to support your health, well-being, and future. Full-time employees enjoy:100% Employer-Paid Health Insurance Coverage for medical, dental, and vision insurance for employees.Life Insurance Employer-paid life insurance policies for peace of mind.Paid Time Off (PTO) & Holidays Paid time off, plus company-observed holidays to rest, recharge, and spend time with loved ones.401(k) Retirement Plan with Company Contribution Employer-sponsored retirement plan with matching contributions to help you plan for the future.Recruiting Agencies: We value your interest in our organization. However, we must insist that you avoid direct contact with our employees. Our company has stringent policies concerning engagements with recruitment firms, and non-compliance with these guidelines could lead to legal consequences. Thank you for respecting our procedures and ensuring a professional relationship.PI87c295e89e8b-26289-35339843