Administrative Assistant
Position: Administrative Assistant
Location: Downtown Miami
Schedule: Monday – Friday | 8:30 AM – 5:00 PM
We are seeking a professional, organized, and friendly Administrative Assistant to support the daily operations of a historic commercial property in Downtown Miami. This individual will serve as the first point of contact for tenants, vendors, and visitors entering the office and will play a key role in supporting the property management team.
The ideal candidate will have excellent communication skills, strong attention to detail, and the ability to multitask in a fast-paced environment while maintaining a polished and welcoming presence at the front desk. Prior property management experience is preferred, but not required.
Responsibilities
- Greet tenants, vendors, clients, and visitors with a professional and friendly demeanor
- Answer and direct incoming phone calls and emails
- Support day-to-day administrative operations of the office
- Manage and track Certificates of Occupancy and related documentation
- Coordinate vendor agreements, leases, and insurance certificates
- Communicate with maintenance staff and assist in tracking maintenance requests and work orders
- Order and maintain office supplies and inventory
- Organize filing systems, records, and office documentation
- Assist management with scheduling, reports, correspondence, and special projects
- Exercise good judgment and maintain confidentiality with sensitive information
- Maintain a clean, welcoming, and organized front office environment
Qualifications
- MUST be bilingual in English and Spanish
- Strong organizational and multitasking abilities
- Friendly, polished, and professional demeanor
- Excellent customer service and interpersonal communication skills
- Detail-oriented with strong follow-through
- Ability to prioritize tasks and work independently
- Comfortable using computers, email, Microsoft Office, and office systems
- Prior administrative experience required
- Property management experience preferred but not required
Compensation & Benefits
- Health benefits effective the first of the month following 60 days of continuous employment
- 401(k) eligibility after 1 year of service with Company match up to 4%
- Company-paid parking or Metro pass
- Training provided for company software systems
- Stable Monday through Friday schedule
- Opportunity to work within a professional and team-oriented environment in Downtown Miami
Additional Information
- Scheduled hours are 8:30 AM to 5:00 PM, Monday through Friday
- Employees are expected to follow all Company Policies & Procedures outlined in the Employee Handbook
We are looking for someone dependable, personable, and highly organized who takes pride in creating a positive first impression while supporting a busy office environment.
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