Administrative Support Specialist

Job Title: Administrative Support Specialist
Client: NOAA
Location: (On-Site) 4301 Rickenbacker Causeway, Miami, FL 33149
Employment Type: Full-Time

Position Overview

The Front Desk Security & Administrative Support Specialist serves as the primary point of contact for visitors, staff, and incoming communications at NOAA’s AOML facility. This role is responsible for ensuring building security, managing front desk operations, and providing comprehensive administrative support to maintain a safe, organized, and efficient work environment.

This position requires a detail-oriented professional capable of handling security protocols, visitor management, and clerical responsibilities in a fast-paced federal facility setting.

Key Responsibilities

1. Security & Access Control

• Monitor facility entrances using CCTV systems and access control tools
• Verify visitor identity and purpose before granting access
• Maintain strict visitor check-in procedures, including ID verification and badge issuance
• Coordinate with internal staff before allowing visitor entry
• Report suspicious activity and document security incidents promptly
• Maintain accurate, real-time visitor logs

2. Front Desk & Reception Operations

• Serve as the first point of contact for visitors and incoming calls
• Answer, route, and log calls while handling inquiries professionally
• Manage conference room scheduling using Google Calendar
• Prepare meeting spaces, including setup and breakdown for events and meetings

3. Administrative & Clerical Support

• Handle mailroom operations including sorting, distribution, and outgoing shipments (USPS, UPS, FedEx)
• Perform general administrative tasks such as filing, data entry, correspondence drafting, and document management
• Maintain digital records and organize files in Google Drive
• Support updates to internal communication boards and documentation

4. Facility & Safety Coordination

• Conduct daily safety inspections and report hazards promptly
• Ensure all common areas (lobby, mailroom, conference rooms) remain clean, safe, and organized
• Adhere to all organizational safety and emergency procedures

5. Onboarding & Offboarding Support

• Assist with onboarding and offboarding documentation and processes
• Coordinate distribution and collection of government property
• Provide guidance to new staff and interns regarding facility procedures and logistics
• Support urgent offboarding processes when required

6. Reporting & Compliance

• Maintain logs for visitors, calls, mail, and onboarding/offboarding activities
• Contribute data for monthly service and performance reports
• Ensure compliance with federal security and operational standards

Required Qualifications

Education

• High School Diploma or GED required
• Associate’s degree in Business Administration or related field preferred

Experience

• Minimum 2 years of experience in reception, security, or administrative support roles
• Experience in federal or government contractor environments preferred
• Familiarity with CCTV, access control, or visitor management systems is a plus

Skills & Competencies

• Strong communication and interpersonal skills
• Ability to enforce security protocols and assess risk effectively
• Proficiency in Google Workspace (Gmail, Calendar, Drive)
• Strong multitasking and organizational abilities
• High attention to detail and accuracy in record-keeping
• Ability to remain calm and professional in high-pressure situations

Security Requirements

• Must pass a Moderate Background Investigation (MBI)
• Ability to meet federal security and compliance requirements
• Must be eligible to work under U.S. federal contract regulations