Overview

Stellar is seeking a full-time Administrative Assistant to provide administrative support for several operations leaders. You will be responsible for effectively interacting with a diverse group of clients and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize diversified workload.

Responsibilities

• Notify divisional managers as to month-end deadlines
• Coordinate with management to verify accuracy of projections reflected on WIP schedule
• Update Adaptive with Job Projections
• Run monthly reports required for month end close
• Prepare job cost transfers for division, as needed
• Prepare job cost analysis for divisional review
• Create invoices for all projects
• Maintain Procore software to include updating templates, opening new jobs, project directory, issuing submittals, and inputting budgets provided by project managers
• Update weekly operations meeting notes and prepare for future meetings
• Provide assistance when necessary to the Field Services Administrator
• Issue revised drawings to field personnel
• Maintain office supplies
• Track lien waivers and invoices from subcontractors

Qualifications

• High school diploma
• Excellent customer service, communication, and organizational skills 
• Proficiency with Microsoft Office products to include Outlook and Excel required; Adaptive and Procore experience a plus

About Stellar

Stellar offers a comprehensive package which includes:

• Competitive pay based on experience
• Remote & hybrid work options for many positions
• Paid Time Off – accrue 15 days (120 hours) within first year of service
• Paid holidays
• Medical, dental, and vision insurance options
• Tax-advantaged accounts (HSA, FSA, Dependent Care FSA)
• Company-paid life and disability insurance
• 401(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.