Administrative Assistant
Administrative / Office
Miami FL Contract Sep 21, 2022

Employment Enterprises, Inc. is currently working with one of the world’s largest and fastest-growing hospitality enterprises. We are searching for an Administrative Assistant to oversee and support MRO office administrative functions to ensure the office is operating smoothly and efficiently.

Administrative Assistant Responsibilities

  • Manage office supplies and maintain inventory of mailroom, conference rooms, Team Member Lounge and place orders as necessary while
  • watching budget
  • Act as Receptionist inclusive of duties
  • Receive and sort incoming mail and deliveries
  • Manage outgoing mail using couriers or regular mail
  • Overseeing administrative support when needed by other departments
  • Order meals as needed for meetings and allocate charges to appropriate department
  • Process work orders via JLL Flash App for lighting, AC, plumbing issues, etc.
  • Process access cards for parking, building, office, copy machine
  • Process invoices for all supplies: conference rooms, TM Lounge, office
  • Partner with HR to maintain office policies as necessary
  • Partnerton with HR on New Hires/Terminations action items
  • Organize work area for all new Team Members and terminations including supplies, equipment, name insert
  • Welcome of new Team Members
  • Partner with HR on office activities throughout the year
  • Maintain open communications of procedures/updates/Announcements via Teams Folders for all MRO Employees
  • Maintain Calendar for boardrooms
  • Partner with Workplace Services on upgrading equipment, i.e. copy machines etc.
  • Partner with building management on Life Safety for building
  • Renew yearly permit for Fire Life Safety
  • Oversee Monthly AC vendor for computer room. AC Needs to be cleaned monthly and filter changed out
  • Oversee maintenance team to ensure office is clean, safe and ensure appliances are in good working order
  • Support departments when needed on ordering equipment or returning equipment
  • Liaison between JLL and MRO. Works with JLL ( Management Company) to ensure TMs follow policies and procedures of the building and parking garage
  • Work with Workplace Services on upgrades or changes to the office
  • Coordinate with IT on office equipment installation, i.e. telephones, copy machines etc.
  • Manage relationships with vendors, service providers. Responsible for maintaining office efficiency and carrying out planning and execution of equipment procurement, layouts and office systems
  • Provide general support to visitors/guests
  • Problem solving on issues relating to the office
  • Maintain MRO Floor MAP via collective view to ensure we have proper count of seats. Inform accounting of any changes to ensure costs are allocated to proper departments
  • Work with Workplace Services on service page in the Lobby
  • Ensure office is organized and maintained at all times
  • Maintain inventory on off-site storage
  • Validate parking tickets
  • Member of the Emergency Task Force Team for MRO
  • Oversee daily porter who continues to sanitize offices/cubicles/common areas due to COVID crisis
  • Maintain contact list for all CALA Hotels including General Managers
  • Manage Petty Cash for the office

Administrative Assistant Qualifications:

  • High school diploma with 0-2 years of experience in the field or in a related area
  • Knowledge of commonly used concepts, practices, and procedures within a particular field
  • Rely on instructions and pre-established guidelines to perform the functions of the job
  • Work under immediate supervision
  • Report to a supervisor or manager

What we offer:

  • 401(k) retirement plan
  • Medical and dental benefits for qualifying professionals
  • Flex spending account
  • Credit Union Membership
  • Voluntary Supplemental Insurance

 

“Our Equal Employment Opportunity Policy: Employment Enterprises, Inc. is an equal employment opportunity employer. We recruit, employ, assign, train, compensate and promote without regard to race, color, sex, age, disability, religion, national origin, marital status, sexual orientation, ancestry, U.S. Veteran status, or any other protected category under applicable law.”