Senior Office Specialist

Do you thrive in a fast-paced environment, enjoy engaging with people, and embrace new challenges? Are you a strong communicator, detail-oriented, and passionate about delivering quality service, enhancing the employee experience, and advocating for customers? If so, the Senior Office Specialist role could be the perfect fit for you!

As a Senior Office Specialist, you will be the first point of contact for visitors, vendors, and customers, creating a lasting impression of our organization. By welcoming guests and handling inquiries from both internal and external stakeholders, you will embody our warm, professional, and service-oriented culture. In addition to representing our organization, you will support internal teams by coordinating company programs, assisting employees and management, and providing valuable support to the HR department.

Are you a fit?
The ideal candidate for this role is detail-oriented, proactive, and is an effective communicator. You excel at organization and can prioritize tasks to meet goals efficiently. Strong communication skills are essential, allowing you to advocate for both employees and the company. Ultimately, your role is to ensure the timely implementation and resolution of key office policies and procedures while managing sensitive and confidential information with professionalism and discretion.

Additional Responsibilities

• This role requires in-office presence five days a week.
• Answer incoming calls and warmly welcome visitors with professionalism, empathy, and efficiency.
• Respond to inquiries from employees, customers, vendors, and visitors with empathy and professionalism, directing them to the appropriate person or department.
• Provide administrative support to executives and their teams, including document preparation, scheduling, and managing correspondence.
• Manage conference room scheduling and coordinate meetings, including handling reservations, arranging catering, and ensuring setup is complete before the scheduled start time.
• Act as a liaison between departments, vendors, and external partners to facilitate seamless office operations.
• Arrange travel as needed for executives and department personnel.
• Coordinate office activities and events, collaborating with ERGs to ensure their success.
• Provide ad hoc administrative support to management and the Human Resources department as needed.
• Assist with the onboarding process for new employees by collecting I-9 forms and distributing computer equipment.
• Independently carry out administrative tasks and responsibilities efficiently, thoroughly, and accurately.
• Place catering orders with designated vendors, welcome caterers upon arrival, and ensure they are provided to the appropriate Gas South employee.
• Manage the ordering, tracking, and inventory of office supplies and fueling station to ensure availability for the company.
• Collaborate with janitorial staff and day porters on a daily basis.
• Identify opportunities to improve departmental efficiencies and consistently seek ways to reduce costs.
• Keep emergency procedures up to date and revise them as necessary.
• Protect all confidential materials and ensure the privacy of personal and sensitive information related to executives, the company, and employees.
• Assist with special projects as needed.

Experience

• High School Diploma or equivalent
• 2-3 years of administrative or office support experience, preferably a senior or specialized role.
• Strong proficiency in Micrsoft Office Suite (Word, Excel, Outlook, Powerpoint).
• Exceptional written and verbal communication skills, with the ability to engage professionally with individuals at all levels of the organization.
• Experience managing projects and working independently in a fast-paced environment.

Preferred Experience

• Associate or Bachelor’s degree, or currently enrolled in a degree program.
• Experience with office management.

Location Requirements
Gainesville, FL – In office, 5 days a week.

Our Purpose and Culture

At Gas South, we approach each day knowing we have an opportunity to make a difference in people’s lives. That means helping our customers save money with everyday low rates and treating them with dignity, honesty and respect. It means supporting our employees in their personal and professional lives, and it means we want to make sure our success directly benefits the communities we serve by giving back 5% of profits to support children in need. Through partnerships with non-profits like United Way, Salvation Army, Junior Achievement, Bert’s Big Adventure and many others, we’re proud to help make a difference.  At Gas South our employees bring their boldest ideas and most authentic selves to work, no matter their title, position or background.  We understand that our people are our most valuable assets. So, we treat them that way, with competitive benefits, flexible schedule options, and a fun, casual atmosphere.

Gas South affirms that it is an Equal Opportunity Employer whose actions and practices are consistent with fair employment.  In this regard, Gas South will not discriminate against any employee or applicant with regard to race, color, religion, sex, age, national origin, disability, pregnancy, childbirth or related medical conditions, genetic information, veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.  This policy applies to all terms and conditions of employment including recruiting, hiring, placement, training, promotion, lay-offs, transfers, leave of absence, compensation and termination.

Gas South is committed to fostering a diverse workforce and is an affirmative action employer.

Benefits for full-time employees include:

• Full medical, dental, and vision coverage
• Employer-paid life and disability coverage
• Annual employer contributions of up to 12.5% to your 401k
• Remote work options available based on business needs
• Annual performance incentive is a % of annual benchmark based on position level
• Paid four-week sabbatical every five years
• Opportunities to volunteer in the community
• Education assistance up to $5250 per year