Administrative Assistant

We are looking for an experienced Administrative Assistant to support daily office operations in Miami Beach, Florida. This Contract to permanent opportunity is ideal for someone who enjoys creating order, managing front-desk communication, and keeping administrative tasks moving efficiently. The person in this role will serve as a key point of contact for visitors and callers while providing dependable clerical and data support across the office.

Responsibilities:

• Welcome visitors, handle front-desk activity, and create a detail-oriented first impression for the office.
• Manage incoming phone calls, direct inquiries to the appropriate contacts, and relay messages accurately and promptly.
• Perform a variety of administrative tasks such as organizing files, preparing documents, and maintaining office records.
• Enter, update, and verify information in internal systems with a strong focus on accuracy and timeliness.
• Coordinate general office support activities to help ensure smooth day-to-day operations.
• Assist with scheduling, correspondence, and routine clerical duties for team members and leadership as needed.
• Maintain orderly administrative processes and help track important information, documents, and follow-up items.
• 3+ years of experience in a receptionist, administrative support, office coordination, or property management environment.
• Prior experience supporting property management operations, including resident or tenant communication, work orders, vendor coordination, maintenance requests, and general office administration.
• Strong experience managing a busy front desk, multi-line phone system, visitor traffic, and high-volume customer inquiries.
• Ability to handle sensitive information, detailed data entry, document management, and recordkeeping with a high level of accuracy.
• Proficient in Microsoft Word, Excel, Outlook, and other office or property management systems.
• Experience coordinating calendars, appointments, meetings, service requests, and competing priorities in a fast-paced environment.
• Strong written and verbal communication skills with the ability to communicate professionally with residents, tenants, vendors, employees, and leadership.
• Comfortable assisting with invoices, purchase orders, vendor documentation, correspondence, and other administrative processes.
• Strong problem-solving skills with the ability to independently resolve routine issues and escalate more complex matters appropriately.
• Highly organized, detail-oriented, and able to manage multiple responsibilities while maintaining a professional and welcoming front office.