Administrative Assistant Position Available In Duval, Florida

Administrative Assistant ThermsaServe Mechanical Inc (TSI)

Jacksonville, FL Job Details Full-time Estimated:

$36.4K

• $45K a year 13 hours ago Benefits Paid holidays Health insurance 401(k) Paid time off Qualifications Microsoft Word Microsoft Excel Microsoft Outlook Mid-level Microsoft Office Administrative experience High school diploma or GED Organizational skills Business Administration Associate’s degree 2 years Communication skills Full Job Description Administrative Assistant Jacksonville, FL | Full-Time | HVAC & Plumbing Industry Ready to join a growing company with a superb reputation and excellent growth opportunities?

ThermaServe Mechanical Inc. (TSI), a proud member of the EXIGENT Group, is a business-to-business mechanical services provider specializing in critical facilities such as hospitals, schools, and universities. We are currently seeking a proactive and detail-oriented Administrative Assistant to join our Jacksonville office. In this role, you’ll play a vital part in keeping our operations running smoothly—from managing essential vendor and customer records to ensuring fleet vehicles and technician compliance are up to date. If you thrive in a fast-paced environment and enjoy working with a close-knit team, we’d love to hear from you. Key Responsibilities (Estimated Time Allocation) 1. Administrative & Office Support

• 35% Answer and direct phone calls; greet and assist office visitors with professionalism Maintain inventory and order office and kitchen supplies as needed Coordinate with Cintas to manage technician uniforms (ordering, returns, repairs) Schedule fingerprinting, training sessions (e.

g., DCPS, Rayonier) for new hires Assist with general clerical duties and special projects as assigned 2. Vendor & Customer File Management

• 25% Maintain vendor records including COIs and W-9s; track and file tax exemption forms for customers Review monthly vendor statements and request missing invoices Initiate and track all material returns to vendors through receipt of credit memos 3. Data Entry & Compliance Reporting
• 20% Post AP invoices in BuildOps against purchase orders Log refrigerant purchases and usage per technician and by DCPS requirements Assist with monthly Market Recovery form submissions (Forms 234-7, 234-8 & 295-8) 4. Fleet & Equipment Coordination
• 15% Maintain and update records in the Fleet Management portal Submit maintenance requests and track approvals Ensure vehicles meet compliance and inspection requirements 5. Cross-Departmental Support
• 5% Liaise with dispatch and service teams to ensure material return processes run efficiently Support other departments with administrative tasks as needed ✅ Required Skills & Qualifications Minimum 2 years of experience in an administrative or office assistant role Strong proficiency with Microsoft Office (Excel, Word, Outlook) Excellent communication, interpersonal, and organizational skills Ability to manage multiple tasks, prioritize effectively, and maintain attention to detail High level of discretion with sensitive and confidential information High school diploma required; Associate degree or Office Administration coursework preferred Experience with BuildOps or similar service software is a plus Why Join TSI?

Be part of a supportive and collaborative work culture Enjoy excellent growth opportunities within a respected and expanding company Competitive compensation and benefits including: Health insurance 401(k) plan Paid time off and holidays

Schedule :

Monday to Friday, 7:00 AM

• 4:00 PM (On-site) If you’re looking for a rewarding role where you can make a real impact, apply today and grow with us at ThermaServe! Experience Required 3
• 5 years: Ability to manage multiple tasks, prioritize effectively, and maintain attention to detail 3 year(s): Strong proficiency with Microsoft Office (Excel, Word, Outlook) 2 year(s): Minimum 2 years of experience in an administrative or office assistant role Preferred 2
• 4 years: High school diploma required; Associate degree or Office Administration coursework preferred

Behaviors Preferred Team Player:

Works well as a member of a group

Detail Oriented:

Capable of carrying out a given task with all details necessary to get the task done well

Motivations Preferred Self-Starter:

Inspired to perform without outside help

Growth Opportunities:

Inspired to perform well by the chance to take on more responsibility Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)