The Administrative Aide performs administrative, customer service, rental coordination, Board support, contract, and office operations duties for the Virginia Key Beach Park Trust. This position provides administrative assistance and customer service to visitors, renters, vendors, and the public as needed; manages reservations and the events calendar; communicates with renters; supports Trust Board activities; maintains records; and assists with vendor agreements, inventory, purchasing, and other administrative functions. The ideal candidate is outgoing, organized, dependable, proactive, and comfortable working with a wide range of people. The position requires sound judgment, initiative, follow-through, effective communication, and the ability to prioritize multiple tasks while providing professional and courteous service.

Essential Functions:

Serves as the primary front desk contact for the Trust by greeting visitors, answering telephone calls, responding to inquiries, and directing customers to appropriate staff or resources. Manages renter bookings and the Trust's events calendar, including entering, updating, and verifying reservations and event information. Communicates with renters regarding reservations, event details, facility rules, requirements, procedures, and required documentation; follows up on upcoming rentals as needed. Maintains accurate administrative, rental, customer, vendor, and contract records in accordance with established procedures. Prepares agendas and supporting materials for Trust Board meetings and records meeting minutes using the Minute Traq App. Coordinates administrative records, payments, and renewals for small vendor agreements and contracts, including Summer Camps, Soccer Groups, Horseback Riding, and similar activities. Maintains weekly inventory of kitchen and office supplies, restocks essential items, and notifies Finance when reorders are needed. Assists with tracking payments, purchase requests, contracts, and related administrative matters. Prepares routine reports, correspondence, notices, and other administrative documents. Coordinates information among renters, vendors, staff, management, and other departments to support accurate and timely communication. Assists management with special projects, research, record keeping, and other administrative assignments. Maintains a professional, organized, and welcoming front office environment.

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.

Pay:

$39,520.00 - $47,840.00 per year

Benefits:

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

Education:

High school or equivalent (Required)

Experience:

Administrative/Customer Service:

2 years (Preferred)

Language:

English, Spanish, Haitian Creole (Preferred) Ability to

Commute:

Key Biscayne, FL 33149 (Required)

Work Location:

In person