Office Administrator & PA

Job Summary

We are looking to add a hybrid role as  Office Administrator & PA with a really kind and enthusiastic attitude to our team in Miami!

Responsibilities

  • Monitoring a reporting manager’s email and responding if required
  • Preparing communications on behalf of a manager
  • Organising travel and itineraries
  • Organising and planning meetings
  • Taking notes and writing minutes during meetings
  • Various ad hoc requests
  • Managing office relocation and establishment (turnkey responsibility)
  • Manages the front office area:  answering phones, assisting clients when visiting the office, etc;
  • Handles correspondence: registration of incoming and outgoing mail, ordering courier services, distributing mail to different departments;
  • Coordinates office activities: booking and following up service providers for maintenance of the premises and delivery of supplies: catering, stationery, cleaning services, repairs;
  • Assists with organizing company events;
  • Manages office refurbishments, repairs, moves;
  • Keeps a strict and real time record of all expenses for the office: petty cash report and invoices and receipts upload in our expense system;
  • Keeps a strict record of all contracts and addendums with partners and suppliers (including lease);
  • Liaises with the group Infrastructure team with regards to IT&C purchases, maintenance and distribution;
  • Ensures that all is prepared for any newcomers to the company;
  • Ensures that all office requirements are kept up to the necessary Health and Safety, and Cleanliness standards;
  • Can act as a liaison with local Payroll and Recruitment providers;
  • Can handle confidential information such as contracts. Addendums, termination papers;
  • Maintains communication and records of employee benefits: medical insurance, gym membership, and others;
  • Draws up monthly/ occasional personnel reports for the HR & Finance;
  • Oversees vacation, sick, and personal leave time as well as employee presence;
  • Takes care of employee workplace safety and coordinate necessary insurance policies;
  • Insures communication and keeps everyone involved informed with regards to different ongoing projects;
  • Has impeccable professional ethics standards with regards to keeping sensitive information confidential;
  • Builds and maintains a positive professional relationship with colleagues and partners (suppliers, clients, etc).

Requirements

  • 3-5 years experience in office management and or PA duties and administration;
  • Knowledge of Microsoft Office (Word and Excel);
  • Excellent written and oral proficiency in English;
  • Basic accounting knowledge would be considered an asset;
  • Able to work in a team and independently;
  • Professional behavior with a positive ‘can do’ attitude;
  • Punctual and dependable;
  • Clear communicator and an active listener;
  • Pro-active and able to take decisions under pressure;
  • Willing to learn and improve the current knowledge.

Benefits & Perks

  • 21 vacation days per year with 1 extra day added for each year inside the company up to 25 days;
  • Special events leave;
  • Medical insurance including dental;
  • 401k pension contribution;
  • We cover gym expenses.
Apply for this job now! HR team will never use any personal information it receives from you for any purpose beyond recruitment, employment or reference checks, and strongly believes in the importance of keeping the personal information private.

Benefits

  • Health Insurance.

  • Daily catered lunch.

  • Internal & external training.

  • Flexible schedule.