What are the responsibilities and job description for the Administrative Assistant position at Exigent?
📍 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)
If you're looking for a rewarding role where you can make a real impact, apply today and grow with us at ThermaServe!
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)
- 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
- 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
- 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)
- 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
- 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
- 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
- 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
If you're looking for a rewarding role where you can make a real impact, apply today and grow with us at ThermaServe!
