Office Administrator Position Available In Miami-Dade, Florida

Office Administrator

CIAM USA

Pinecrest, FL 33156 Position Objective The Office Administrator is responsible for managing daily administrative tasks, ensuring smooth office operations, and providing essential support to the service and management teams. This role plays a key part in maintaining organization, coordinating schedules, and facilitating effective communication within the company. Essential Functions (Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.)

• Manage general office operations, including answering phone calls, responding to emails, and maintaining office supplies.
• Provide administrative support to the management and service teams, including scheduling meetings, preparing documents, and handling correspondence.
• Maintain accurate records, including customer files, service requests, and vendor contracts.
• Assist with invoicing, billing, and processing payments. With particular focus on customers resellers certificate, order approvals (signed Pos and Drawings), deposits log and reconciliations.
• Coordinate service schedules and dispatch technicians efficiently to meet customer needs.
• Ensure compliance with company policies and industry regulations by maintaining accurate documentation.
• Assist in inventory tracking and ordering office supplies or equipment as needed.
• Assist in marketing and customer outreach efforts, such as updating company social media pages or sending customer follow-ups.
• Upload and update customer profiles in corporate CRM.
• Maintain confidentiality of company, employee, and customer information. Competencies
• Strong organizational and multitasking skills.
• Excellent verbal and written communication abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and office management software.
• Experience with ERP systems, a good knowledge of Microsoft Business Central is a plus.
• Strong attention to detail and problem-solving skills.
• Ability to work independently while also collaborating with a team.
• Customer service-oriented mindset with a professional demeanor.
• Ability to handle confidential and sensitive information with discretion.

Supervisory Responsibility The Office Administrator does not have direct supervisory responsibilities but will support management and service teams by ensuring administrative efficiency and assisting in workflow coordination. Work Environment The Office Administrator will primarily work in an office/warehouse setting, handling administrative tasks using a computer, phone, and office equipment. The role requires regular communication with internal team members, customers, and vendors to support company operations. Occasionally, interaction with service technicians in the field may be required to coordinate scheduling and dispatch. Travel Required Minimal travel to support operations as needed. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Prolonged periods sitting at desk and working on a computer.
• Must be able to occasionally lift five (25) pounds at a time.
• Must be able to interact and communicate effectively with employees, management, vendors and customers/clients.
• Must be able to use office equipment including telephones, computers, fax and copier machines.
• Requests for reasonable accommodations are considered, as required by law.
• Regular and reliable attendance, and ability to work flexible days and hours.
• Driving with a valid driver’s license or sitting in a car as a passenger for to be determined lengths of time as needed.

Expected Hours of Work The Office Administrator position is classified as non-exempt under the Fair Labor Standards Act (FLSA), meaning the employee is eligible for overtime pay for hours worked over 40 in a workweek. Core hours are Monday through Friday 8:00am-5:00pm. Occasional evenings, weekends, on-call work, and some travel may be required. Education and Experience Required

• High school diploma or equivalent.
• 2+ years of experience in an administrative or office support role.
• Experience using office management software and scheduling tools. Preferred
• Associate’s or bachelor’s degree in business administration or a related field.
• Experience in the service industry, preferably in refrigeration, HVAC, or appliance repair.
• Familiarity with QuickBooks, invoicing software, or CRM systems.
• Ability to exercise good judgment in a variety of situations.
• Administrative and organizational skills
• Strong documentation skills.
• Foreign languages (Italian and Spanish preferred) Other duties Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.

Duties, responsibilities, and activities may change at any time with or without notice.

Job Type:

Full-time Pay:

$23.00 – $29.00 per hour Expected hours: 40 per week

Benefits:

401(k) Dental insurance Health insurance Life insurance Paid time off Vision insurance

Schedule:

8 hour shift Monday to

Friday Work Location:

In person