People Operations Administrative Assistant

This Administrative Assistant supports the day-to-day functions of the People Operations team while helping maintain a well-organized, welcoming workplace. This hands-on, administrative role provides support with office coordination, employee events, onboarding logistics, and general People Operations tasks that contribute to a positive employee experience.

This position is ideal for someone who is organized, reliable, and comfortable managing a variety of responsibilities in an office environment. It is an entry-level to early career role (1-2 years of relevant experience), well suited for candidates who are eager to learn, personable, and enthusiastic about supporting both employees and candidates.

Hourly Pay Rate:

$19.25-$24.00, negotiable based on experience. This is a non-exempt, hourly position eligible for overtime pay for hours worked over 40 per week.

Standard Working Hours:

This is a full-time position with a standard schedule of 8:00 AM-5:00 PM. However, we are open to considering a reduced schedule for the right candidate (for example, 9:00 AM-3:30 PM).

Employees must work a minimum of 30 hours per week to be eligible for benefits.

Key Responsibilities:

• Manage inventory and ordering of office supplies, snacks, coffee, and company swag
• Maintain cleanliness and organization of common areas, including the break room, conference rooms, and training room
• Assist with setup and breakdown for employee or customer events, meetings, and trainings, including catering coordination
• Answer and route calls on the main Brooks phone line and greet visitors
• Conduct reference checks for job candidates
• Prepare new hire onboarding materials, welcome packets, and welcome bags
• Support onboarding logistics and monitor employee training completion
• Maintain accurate People Operations records and documentation
• Provide general administrative support to the People Operations team
• Other duties as assigned
  
  
  

Qualifications

• High school diploma or equivalent required; associate’s degree preferred
• 1-2 years of administrative, office, or customer service experience
• Proficiency in Microsoft Office, including Word, Excel, PowerPoint, and Outlook
• Comfortable using technology and learning new tools and systems
• Strong organizational skills with a high attention to detail
• Clear, professional verbal and written communication skills
• Ability to manage multiple tasks, prioritize work, and meet deadlines
• Service-oriented, dependable, and proactive approach to work
  
  
  

Physical Requirements

• Ability to work primarily at a desk for extended periods while using a computer and office equipment.
• Ability to stand for long periods during event planning, setup, or employee engagement activities.
• Ability to lift and carry up to 25 lbs as needed.
• Ability to climb stairs when supporting events or office logistics.
  
  
  

Why Work at Brooks Building Solutions?

Brooks Building Solutions is a Metro Jacksonville Top Workplace (2024 & 2025) and a leader in HVAC, building automation, and energy-efficient solutions for commercial buildings. With 150 employees and a strong culture rooted in growth and collaboration, we offer the career development opportunities and mentorship you'd expect from a growing company—plus direct access to leadership.

We believe in rewarding great work with great benefits:

• Competitive pay
• Paid holidays and PTO (including the day after Thanksgiving a half-day on Christmas Eve)
• Health benefits with HSA contributions
• 401(k) with company match
• Company-wide bonus structure based on return on revenue, with all employees eligible depending on business performance
  
  
  

Join a company where your ideas, growth, and impact matter.

Brooks Building Solutions is an equal opportunity employer. Employment decisions are based on merit, performance, and business needs. We do not discriminate based on any status protected by law.