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HQ Office Assistant

Location: Corporate HQ - Jacksonville, FL, United States
Date Posted: Apr 27, 2023
Requisition ID: 202302
Job Type: Full-Time

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Description

Pet Paradise® is a comprehensive pet care provider offering boarding, day camp, grooming and veterinary services. At Pet Paradise, our mission is to enhance the quality of life for pets and our customers by providing exceptional pet care and an outstanding customer experience. Located in eleven states and over fifty locations, Pet Paradise continues to expand in the southern region of the United States.

HQ Office Assistant

The HQ Office Assistant is responsible for overall front office activities at the company’s headquarters, including the reception area, mail, large purchasing requests and facilities. They will support the Executive Management Team (EMT) with administrative tasks, such as scheduling meetings and coordinating travel, and ensuring the headquarters office runs smoothly. The ideal candidate is a great communicator with strong organizational skills, a high degree of trustworthiness and a positive and service-minded attitude to support a customer-centric and high-growth business.

Essential Functions

  • In charge of conducting and coordinating office services and related administrative activities, to ensure the efficient utilization of services and equipment in a professional and productive working environment.
  • Responsible for greeting visitors, attending to inbound and outbound phone calls, and handling various mail and electronic communications, both internally and externally.
  • Negotiates the purchase of office supplies and furniture, office equipment, etc., for the headquarters team in accordance with company purchasing policies and budgetary restrictions.
  • Responsible for facilities day-to-day operations (such as distributing building access keys and back-up to security access cards).
  • In charge of the maintenance and alteration of office areas and equipment, as well as layout, décor, arrangement and housekeeping of office facilities.
  • Communicates to all headquarters office personnel with building updates, emergency procedures, office closures, etc.
  • Manages the process to provide uniforms to new hires and replacement needs for resort employees. Tracks the inventory of all uniform items and orders additional items as needed within budget guidelines.
  • Leads all administrative efforts for planning company events at the headquarters office and collaborates with the HQ Culture Committee.
  • Supports onboarding of new hires in the headquarters office by ensuring proper equipment, supplies, business cards and workstation set-up.
  • Delivers administrative support to the Resort Development team for new resort openings.
  • Participates as needed in special department/company projects.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • High School Diploma /GED
  • Associate degree preferred (preferably in Business Administration, Office Management, or related discipline).
  • Minimum of two years of previous experience in office administrative support, including answering telephones.
  • Working knowledge of mail processes such as postage machine, FedEx, and UPS.
  • Working knowledge of Office 365 suite of products. 

Supervisory Responsibility

The HQ Office Assistant role is an individual contributor position that does not have responsibility for direct reports.

Position Type/Expected Hours of Work

This is a full-time position, and hours of work and days are Monday through Friday, 8:30 a.m. to 5 p.m.

Travel

The HQ Office Assistant may need to travel to locations beyond the headquarters office to provide support and conduct administrative duties as requested.

Special Skills:

  • Professional appearance in compliance with dress code.
  • Confident and energetic personality.
  • Strong ability to prioritize and multi-task; work with minimal supervision.
  • Strong communication skills.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; and reach with hands and arms.

This position requires the ability to occasionally lift office products and supplies, up to 20 pounds.

Perks & Benefits:

  • Complimentary Pet Day Camp
  • Complimentary Boarding (30 non-holidays per year)
  • Discounted Veterinary Care
  • On-demand pay (DailyPay)
  • Dog/Cat Adoption Assistance
  • Fitness Reimbursement
  • Paid Time Off
  • 401(k) Plan with Company Match
  • Health, Dental and Vision Insurance
  • Community Perks (Discount Program)
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