A Front Office Assistant greets people in an office, handles calls, and provides administrative assistance for the office. Organizes files and assists with record keeping and data base management. Manages office mail, email and text correspondence. Greets visitors, clients, patients or vendors who come to an office. Answers phone calls and directs inquiries to other staff.
Company Overview VIP Systems is a South Florida-based low-voltage systems integrator specializing in the design, installation, and support of advanced technology infrastructure for luxury high-rise residential and commercial developments. Our expertise includes structured cabling, security systems, access control, surveillance, and integrated building technologies. We pride ourselves on delivering exceptional service, professionalism, and innovative solutions to our clients. Position Overview VIP Systems is seeking a highly organized, professional, and customer-focused Administrative Assistant / Front Office Coordinator to serve as the first point of contact for our company. This position is responsible for managing the front desk while providing administrative support to office staff, project managers, accounting, and field operations. The ideal candidate is energetic, dependable, detail-oriented, and thrives in a fast-paced construction and technology environment. This role requires excellent communication skills, strong organizational abilities, and a proactive attitude toward supporting daily business operations.
Key Responsibilities:
Front Desk & Reception Professionally answer and manage a multi-line phone system. Welcome clients, vendors, applicants, and visitors with exceptional customer service. Direct calls and inquiries to the appropriate department, including Project Management, Accounting, Sales, and Executive Leadership. Office Administration Manage incoming and outgoing mail, including UPS, FedEx, USPS, and courier deliveries. Coordinate receipt and distribution of equipment, materials, and small parts for field personnel. Maintain organized filing systems, both electronic and paper. Assist with document preparation, scanning, data entry, and general administrative tasks. Accounting & Administrative Support Provide administrative assistance to the Accounts Receivable and Accounts Payable departments. Support invoice processing, filing, and document organization. Assist with maintaining vendor records and company documentation. Project & Field Support Assist Project Managers with organizing project files and maintaining project documentation. Help prepare and track Certificates of Insurance (COIs), lien waivers, permits, and other compliance documents. Coordinate administrative requests from field personnel as needed. Office Operations Maintain a clean, organized, and professional reception area and common office spaces. Monitor and replenish office supplies, refreshments, and inventory. Coordinate office vendors and service providers when necessary. Recruiting & Company Culture Support Assist with scheduling interviews and welcoming employment candidates. Support employee onboarding and orientation activities. Help coordinate company meetings, employee appreciation events, holiday celebrations, and office gatherings. Assist with maintaining the company's social media presence by capturing office culture, project highlights, and recruiting content. Qualifications Required Minimum of 2 years of experience in a receptionist, front desk, administrative assistant, or office coordinator role. Previous experience in the construction, electrical, technology, or trades industry is strongly preferred. Excellent verbal and written communication skills. Proficiency in Microsoft Outlook, Word, Excel, and other Microsoft Office applications. Ability to quickly learn accounting, CRM, and project management software. Strong organizational and multitasking skills with excellent attention to detail. Present a polished, professional appearance with appropriate business attire. Ability to work independently while managing multiple priorities. Reliable transportation with excellent attendance and punctuality. Preferred Bilingual in English and Spanish . Experience managing company social media platforms such as Facebook, LinkedIn, and Instagram. Event planning or office culture coordination experience. Experience supporting human resources functions. Handle confidential information with professionalism and discretion.
Pay:
$18.00 - $22.00 per hour
Benefits:
Health insurance Life insurance Paid time off Professional development assistance Vision insurance
