Administrative Assistant

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.