Administrative Assistant

What You'll Do:

•    Operate the front desk to ensure it is always organized and welcoming. Answer and direct incoming calls, greet visitors, and address inquiries, providing information or forwarding requests to appropriate personnel. Manage conference room schedules and arrange meeting logistics as needed. Serve as the primary point of contact for on-site visitors and callers, maintaining a professional demeanor and upholding security and sign-in procedures.
•    Provide comprehensive administrative assistance to the Administration, Operations, and Environmental departments. This includes preparing expense reports, processing purchase and check requests, receipting invoices, coordinating meetings and trainings, scheduling audits, and assisting with community or company events planning. Ensure that all paperwork and electronic documents are correctly handled and filed, and that inter-departmental requests are fulfilled promptly to support smooth operations.
•    Support the Environmental department with purchase requisitions, payments, and tracking.  Help compile annual environmental reports, such as the Hamilton County Annual Report and Florida DEP Comprehensive Report.
•    Contribute to site communications by writing short articles or announcements for the White Springs site newsletter and posting company information on electronic bulletin boards around the facility, helping keep all employees informed of news and updates.
•    Oversee daily office operations to maintain a well-functioning work environment. Manage the site’s postal services – receive, sort, and distribute incoming mail and packages, and handle outgoing mail and shipping requests (including managing postage accounts). Monitor and replenish stocks of office supplies, printer/copier supplies, and break room supplies to ensure staff have necessary resources. Administer the area vehicle pool by keeping track of vehicle usage, scheduling routine maintenance, ensuring each vehicle has required tags and safety equipment, and coordinating repairs as needed.
•    Support employee, company, and community events with the CRI Activities Coordinator at White Springs. Work with the Community Investment teams to plan and execute events such as employee appreciation activities, volunteer/community programs, and onsite corporate functions. Ensure all events and programs are well-organized and align with company guidelines and objectives for employee well-being and community engagement.
•    Assist Supervisor, Facilities with the maintenance of all office buildings, facilities, and grounds at the White Springs site.
•    Ensure that all administrative activities and documentation practices are in compliance with company policies and regulatory requirements. Oversee adherence to the company’s records retention policy for departmental files and archives, verifying that important records (electronic and hardcopy) are stored securely and kept for the required duration.
Work with the Training department to schedule and set up required employee training sessions (e.g., safety training, compliance training). Ensure that training logistics are handled efficiently.
•    Organize, prioritize, and manage multiple tasks efficiently in a fast-paced office environment, ensuring accuracy and attention to detail.
Provide excellent customer service, interacting professionally with employees at all levels and with external visitors.
•    Support occasional errands and assist with the coordination or oversight of off-site events as needed.

What You'll Bring:

• High school diploma or equivalent required; an associate’s or bachelor’s degree in Business, Office Administration, or a related field is preferred.
• Minimum of 5 years of experience in administrative support, office management, or facilities coordination (or a combination), including managing office operations such as multi-line phone systems, correspondence, and meeting organization.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) required