Administrative Assistant

Description We are looking for an Administrative Assistant to support daily office operations and help deliver a responsive, detail-focused experience for tenants and visitors in Miami, Florida. This is a Long-term Contract position that requires strong organization, clear communication, and the ability to manage multiple administrative priorities in a fast-paced property management environment. The ideal candidate will oversee service request coordination, office support functions, and records administration while helping maintain smooth day-to-day operations.

Responsibilities:

• Serve as a primary point of contact for tenant inquiries, responding promptly or directing requests to the appropriate team for resolution.
• Record incoming service issues, coordinate dispatch activity, and follow through on open items to support timely completion and tenant satisfaction.
• Review general request documentation, confirm that vendor insurance records are complete and current, and maintain organized approval files by month.
• Sort, stamp, and distribute incoming mail and fax communications, while also assisting with outgoing shipments, courier arrangements, and deliveries.
• Manage conference room scheduling and help keep shared office spaces, storage areas, kitchen stations, and copy rooms orderly and ready for use.
• Monitor inventory levels for office, kitchen, shipping, and printer supplies, placing routine orders to ensure materials remain available.
• Maintain recurring administrative logs, including weekly pest control tracking and other operational records as required.
• Prepare weekly accounts payable batches, enter related data, distribute payments, and keep financial support files accurate and up to date.
• Review purchase order activity on a monthly basis and follow up on outstanding invoices to support timely processing.
• Track tenant and vendor certificates of insurance, verify compliance requirements, and upload or maintain documentation in designated company platforms. Requirements
• Experience providing administrative support in an office, property management, or customer-facing business environment.
• Ability to handle multi-line phone systems and manage incoming calls professionally and efficiently.
• Strong organizational skills with the ability to prioritize tasks and maintain accurate records.
• Proficiency with basic office administration, including mail handling, scheduling, filing, and supply coordination.
• Comfortable working with invoices, purchase orders, and routine accounts payable support tasks.
• Strong written and verbal communication skills with a service-oriented approach to tenant and vendor interactions.
• Ability to manage conference room bookings, coordinate deliveries, and support daily office operations with minimal supervision.
• Familiarity with tracking compliance documents such as certificates of insurance is preferred.

Please send a copy of your resume to brenda.arce@roberthalf TalentMatch® Robert Half is the world's first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles. Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity - whenever you choose - even on the go. Download the Robert Half app (https://www.roberthalf.com/us/en/mobile-app) and get 1-tap apply, notifications of AI-matched jobs, and much more. All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information. © 2025 Robert Half. An Equal Opportunity Employer. M/F/Disability/Veterans. By clicking "," you're agreeing to Robert Half's Terms of Use (https://www.roberthalf.com/us/en/terms) and Privacy Notice (https://www.roberthalf.com/us/en/privacy) .