Office Support Specialist (Front Desk Receptionist)

Location: Jacksonville, FL
Schedule: Full-Time | On-Site

About the Opportunity

Our client is seeking a professional, organized, and customer-focused Office Support Specialist to serve as the first point of contact for visitors, clients, and employees. This role is ideal for someone who thrives in a fast-paced office environment, enjoys multitasking, and takes pride in providing exceptional administrative support while maintaining a welcoming and professional atmosphere.

The Office Support Specialist plays a key role in keeping daily office operations running efficiently by managing front desk responsibilities, coordinating administrative requests, organizing documentation, and supporting internal teams with a variety of office functions.

Key Responsibilities

• Serve as the first point of contact by greeting visitors and providing a professional, welcoming experience.
• Answer and direct incoming phone calls, take messages, and provide general company information.
• Maintain awareness of employee availability using company calendars to route calls appropriately.
• Receive, sort, distribute, and organize incoming mail and packages.
• Coordinate outgoing shipments, courier services, and express mail deliveries.
• Maintain the appearance and organization of the reception area, conference rooms, and mailroom.
• Log, track, and coordinate incoming administrative requests to ensure timely completion.
• Communicate and follow up with internal teams to manage multi-step projects and requests.
• Provide document support, including formatting, proofreading, light grammar edits, and acronym consistency.
• Prepare reports, correspondence, checklists, and administrative documentation.
• Transfer and organize information across templates and internal systems while maintaining document version control.
• Create and maintain electronic filing systems using established company standards.
• Assemble project documentation, attachments, and supporting materials for internal teams.
• Perform additional administrative and office support duties as assigned.

Qualifications

• High school diploma or equivalent required.
• 1–3 years of receptionist, front desk, or administrative support experience.
• Strong customer service and interpersonal communication skills.
• Excellent verbal and written communication abilities.
• Exceptional organizational skills with strong attention to detail.
• Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, and Teams).
• Experience managing multi-line phone systems.
• Ability to work independently while supporting multiple departments.

Preferred Qualifications

• Experience with SharePoint, OneDrive, or other document management systems.
• Familiarity with ADA compliance standards.
• Experience coordinating projects or requests across multiple departments.
• Previous administrative or document support experience within engineering, construction, environmental, or other technical industries.

Physical Requirements

• Ability to sit for extended periods throughout the workday.
• Ability to use a computer and standard office equipment for prolonged periods.
• Visual ability (with or without corrective lenses) to read computer screens and documents.

What We're Looking For

The ideal candidate is dependable, highly organized, and enjoys being the face of the office. They possess outstanding customer service skills, communicate professionally with all levels of an organization, and have a keen eye for detail. Success in this role requires initiative, flexibility, and the ability to manage multiple priorities while ensuring a positive experience for both visitors and internal staff.

If you're looking for an opportunity to join a collaborative team where your organizational and administrative skills will make a meaningful impact, we'd love to hear from you.

Ascendo is a certified minority owned staffing firm, and we welcome and celebrate diversity. Ascendo is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, parental status, military service or any other characteristic protected by federal, state or local law.

Contact information

Amber Kemp