Overview
Administrative Assistant Jobs in Jacksonville, FL at FirstService Residential
Company Profile
CIMCO specializes in the engineering, design, manufacture, installation and service of complex thermal building solutions for industrial, process cooling and recreational refrigeration and mechanical systems. For more than 100 years, CIMCO’s leadership and unparalleled research, development and manufacturing programs has put us at the forefront of industry advancements and technological breakthroughs. Our professional engineers, technicians and designers apply innovative state-of-the-art equipment and refrigerants to develop systems that meet even the most complex thermal challenges.
We offer our employees excellent compensation, medical and dental benefit programs, retirement savings options, career development opportunities, mentoring and continuing education.
Position Summary
We are seeking a proactive, organized, and detail-oriented Administrative Assistant to support our General Superintendents in daily field operations, recruitment, and employee lifecycle processes. This role is crucial to ensuring the smooth coordination of projects, personnel, and documentation in a fast-paced industrial setting.
Role Responsibilities
Administrative & Operational Support
Provide daily administrative support to the General Superintendent and Safety Manager.
Manage calendars, schedule meetings, and coordinate travel or job site logistics.
Prepare reports, meeting notes, and maintain organized digital and paper files.
Liaise with field crews and IT for technical support.
Assist with scheduling flights, hotels, and transportation for project crews.
Track and maintain inventory of tools, trucks, and trailers.
Ensure vehicles are maintained, tagged, and reassigned as needed.
Coordinate procurement of consumables and equipment for project mobilization.
Support offboarding processes, including equipment return and documentation.
Maintain confidentiality and accuracy in handling sensitive information.
Field & Project Coordination
Ensure timesheets are submitted and purchase orders are generated.
Maintain and update manpower schedules and continuity reports.
Schedule safety certifications and ensure compliance with project requirements.
Coordinate paperwork for prevailing wage projects.
Monitor and report on project scheduling and manpower gaps.
Track and manage tool issuance and returns.
Required Professional Knowledge, Skills & Qualifications
2+ years of administrative experience, preferably in construction or skilled trades.
Strong communication and organizational skills.
Proficiency in Microsoft Office (Word, Excel, Outlook).
Ability to multitask and prioritize in a fast-paced environment.
Closing Statement
We thank all applicants for their interest, however, only those selected for an interview will be contacted.
Employment Equity
CIMCO is committed to creating an inclusive environment where people from all backgrounds can thrive. Together, we embrace diversity of thought, experience, and perspective, as we combine our unique skills and capabilities to drive successful outcomes for all stakeholders. As an equal opportunity employer, CIMCO provides accessibility accommodations during the recruitment process. Should require any accommodation, please let us know, and we will work with you to meet your needs.
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Title: Administrative Assistant
Company: FirstService Residential
Location: Jacksonville, FL
