Folder Operator Assistant jobs in Miami, FL

The Assistant Company has been retained by a high profile Miami Executive to find a RELIABLE full-time administrative assistant to work out of the home office of their Miami estate. This is more of a junior admin position and you would report to the current senior administrative assistant and household manager. Fully Covid vaccinated a must! Starting salary is $62,400.

• MUST BE ABLE TO COMMUTE TO MIAMI ESTATE DAILY
• MUST LIVE WITHIN 30 - 40 MINUTES OF THE ESTATE (Zip code: 33141)
• MUST BE ABLE TO START ASAP (lf you have to give two weeks notice this is not the position for you)
• MUST BE ABLE TO WORK WEEKENDS
• MUST BE EXTREMELY FAMILIAR WITH EXCEL
• MUST HAVE BOOKKEEPING EXPERIENCE: CREDIT CARD RECONCILIATION, EXPENSE REPORTS, ETC.

NO PHONE CALLS PLEASE.

Position Summary:

Performs administrative and support functions for the Miami administrative team and the Director of Property Operations.

Essential Duties and Responsibilities:

• Manages the office effectively and efficiently
• Maintains order and organization within the office and tasks that are being assigned
• Keeps errands and drivers’ tasks organized to ensure efficient operations
• Inspects security logs and reports shortcomings or issues to Director of Property Operations
• Helps oversee property and property staff and reports issues to the Director of Property Operations
• Drafts reports/correspondence for the Director of Property Operations including project updates, staff inquires, action items needing attention
• Enforces directives in the absence of the Director of Property Operations
• Records messages, completes logs, and notifies appropriate parties
• Prepares and ensures outgoing packages, and notifies appropriate parties of outgoing packages
• Indicates updated status of incoming packages and notifies appropriate parties
• Secures credit card, assigns to proper parties, and maintains receipts
• Ensures sign-in procedures are followed
• Updates calendar according to itineraries, and notifies appropriate personnel
• Oversees logs and checklists for houses, mileage, phone calls, housekeeping, maintenance, landscaping, and office activities.
• Ensures required logs are maintained, and copies and files document to maintain accurate recordkeeping
• Performs general housekeeping duties in the Office area
• Complies with company policies and procedures
• Performs other duties as needed

Education and Experience:

• High school diploma or equivalent
• Three years of experience in office administration
• Or combination of equivalent experience, education, and training

Skills:

• Proficient use of MS Office Products and Apple Devices
• Experience using Quicken application
• English speaking, writing, and reading comprehension; active listening; organization; coordination; and attention to detail

Working Conditions and Environment

• Intermittently lift, carry, push, and pull up to 30 pounds
• Frequently see, sit, balance, grasp, and have repetitive use of arms, wrists, hands, and fingers
• Occasionally talk and hear
• Intermittently stand, stoop, bend, twist, crouch, kneel, crawl, walk, climb stairs and ladders, operate foot and hand controls, squeeze, and reach above shoulders
• Exposure to electrical equipment, low to medium noise levels, and indoor and outdoor temperatures of heat and cold
• Frequent use of computer
• Long or odd hours, as needed

Job Type: Full-time

Pay: $62,400.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 8 hour shift

Application Question(s):

• Do you currently reside between 30 - 40 minutes away from then position in Miami - Zip Code 33141?
• Are you currently working? If hired can you start work immediately? We are not interested in waiting for applicants who have to give two weeks notice.
• Do you have previous experience working as an assistant or administrative assistant?
• Do you have bookkeeping experience in regards to credit card reconciliation and expense reports?

Language:

• Spanish (Required)
• English (Required)

Work Location: In person