Administrative Skills, Commercial Real Estate, Communication Skills, Customer Support/Service, Detail Oriented, Documentation, English Language, Establish Priorities, Follow Through, Health Plan, Insurance Documentation, Interpersonal Skills, Microsoft Office, Multilingual, Multitasking, Operational Support, Operations, Order Supplies, Organizational Skills, Property Management, Spanish Language, Team Player, Telephone Skills
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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