Job Description

Job title: Administrative Assistant

Location: Miami (onsite)

Salary: $55K-$65k

Start: ASAP

Summary:

The Administrative Assistant provides day-to-day administrative support for the office with major focus on the management of our fleet and the executive manager. The Administrative Assistant is also responsible for all incoming calls, as well as greeting all visitors to the office. Performs a variety of clerical activities and related tasks.

Essential Duties and Responsibilities

Include the following but not limited to:

• Professionally administer all incoming calls and ensure all calls are redirected accordingly or offer to leave a message. Ensure customers are not kept on hold. Email all messages to the designated person
• Make follow-up calls as needed
• Provide information to assist callers/visitors or refer them to appropriate contacts
• Greet and direct visitors in a professional, friendly, and hospitable manner
• Execute a variety of clerical duties including data entry, filing, and organizing, typing correspondence and other formal documents, running errands, photocopying documents, and other various clerical duties
• Order office and kitchen supplies
• Assist with events planning
• Book flights, hotels, and restaurants reservations
• Monitor office security cameras
• Coordinate service for IT support, call and/or schedule IT support.
• Coordinate meetings, schedule meetings in Outlook, send meeting invitations, create meeting agenda.
• Coordinate the pick-up and delivery of mail and express mail services (FedEx, UPS, etc.)
• Prepare yard closing schedule for managers
• Forward incoming correspondence or packages to the appropriate department immediately after it arrives at the office.
• Maintain the office area neat and free of clutter.
• Assist fleet management with filing and data entry.
• Administer the fleet management system and fleet cameras
• Generate reports from fleet management systems
• Maintain accurate records of the company database for vehicles, trailers, and equipment inventory.
• Maintain fleet files current and organized.
• Coordinate sun-pass device assignment to vehicles
• Pay Road Taxes
• Coordinate tag renewals for all vehicles
• Orders equipment signs and decals
• Assist with Safety and Driver Reward programs
• Assist with special projects as needed.
• Work safely and ensure a safe working environment for employees, customers, and the public.

This job has no supervisory responsibilities.

Competencies:

To perform the job successfully, an individual should demonstrate the following competencies:

• Customer Service - Manages difficult or emotional customer situations. Responds promptly to customer needs. Solicits customer feedback to improve service. Responds to requests for service and assistance. Meets commitments.
• Oral Communication - Speaks clearly and persuasively in positive or negative situations. Listens and gets clarification. Responds well to questions. Demonstrates group presentation skills. Participates in meetings.
• Written Communication - Writes clearly and informatively. Edits work for spelling and grammar. Varies writing style to meet needs. Presents numerical data effectively. Able to read and interpret written information.
• Organizational Support - Follows policies and procedures. Completes administrative tasks correctly and on time. Supports organization's goals and values. Benefits organization through outside activities. Supports affirmative action and respects diversity.
• Professionalism - Approaches others in a tactful manner. Reacts well under pressure. Treats others with respect and consideration regardless of their status or position. Accepts responsibility for own actions. Follows through on commitments.
• Dependability - Follows instructions, responds to management direction. Takes responsibility for own actions. Keeps commitments. Commits to long hours of work when necessary to reach goals. Completes tasks on time or notifies appropriate person with an alternate plan.
• Bilingual (English/Spanish)

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