office administrator

Novara Construction LLC

Construction Office Administrator / Bookkeeper (Part-Time, In-Office, Bilingual English/Spanish)Location: 600 NE 185th St, Miami, FL 33179Pay: $22 &ndash; $25 per hour (based on experience) Part-Time | Monday&ndash;Friday | 9:00 AM &ndash; 3:00 PMJob DescriptionNavarra Construction is seeking a reliable and detail-oriented Office Administrator / Bookkeeper to support our growing construction business in Miami.This is a part-time, in-office role ideal for someone who wants stable daytime hours and enjoys managing both financials and daily office operations.You will play a key role in keeping our projects, vendors, and finances organized and running smoothly.ResponsibilitiesBookkeeping (QuickBooks):<ul><li>Manage all company bookkeeping using QuickBooks</li><li>Track invoices, payments, and expenses</li><li>Process payroll and maintain accurate financial records</li><li>Reconcile accounts and ensure accurate reporting</li></ul>Construction Administration:<ul><li>Assign invoices and expenses to the correct projects</li><li>Track job costs, materials, and labor</li><li>Coordinate with vendors and subcontractors</li><li>Manage purchase orders and material orders</li></ul>Office Coordination:<ul><li>Maintain organized records and documentation</li><li>Support daily office operations and communication</li><li>Assist with scheduling and administrative tasks</li></ul>Requirements<ul><li>2+ years of bookkeeping experience (QuickBooks required)</li><li>Experience in construction or similar industry (strongly preferred)</li><li>Bilingual: English &amp; Spanish (required)</li><li>Strong attention to detail and organization</li><li>Ability to manage multiple tasks and deadlines</li><li>Reliable, responsible, and committed</li></ul>Important<ul><li>This is an IN-OFFICE position (no remote work)</li><li>Must be able to work Monday&ndash;Friday, 9 AM &ndash; 3 PM</li></ul>Ideal Candidate<ul><li>Looking for consistent, stable part-time hours</li><li>Comfortable working in a fast-paced construction environment</li><li>Strong communicator who can work with vendors and team members</li><li>Organized and proactive</li></ul>If you have experience in bookkeeping and want a stable, in-office role with a growing company, we&rsquo;d love to hear from you!Job Types: Part-time, ContractPay: $25.00 per hourWork Location: In person

Construction Office Administrator / Bookkeeper (Part-Time, In-Office, Bilingual English/Spanish)

Simon Property Group

<div>Job Location:
Dolphin Mall
PRIMARY PURPOSE:
This position serves as the support to the mall management staff by providing office needs as determined and assigned by the Office Administrator.
PRINCIPAL RESPONSIBILITIES:
The successful candidate&rsquo;s responsibilities will include, but not be limited to:
<ul><li>Support the property&rsquo;s financial cycle as relates to Accounts Payable and Accounts Receivable, procurement card, petty cash, property budget, CTI, contract preparation, bank reconciliation no longer required, performed by HO and gift cards, promotional and media funds</li><li>
Assist with administration of marketing events, promotions, sponsorships, Kidgits Program, collateral management, and proof of performance</li><li>
Coordinate and assist with short term leasing agreements, tracking and reviewing milestones of lease agreements and updating as needed in SLIM or One World. Assist with obtaining and processing monthly rent, tenant sales, and overage rent</li><li>
Assist with general office administrative tasks such as ordering and maintaining inventory of office supplies and equipment, preparation of customer complaint responses, keep vehicle titles and auto insurance current, draft documents and reports for management, provide updates of Company Policies and Procedures and Human Resources administration as needed</li><li>
Provide general administrative support and projects as directed</li></ul> 
MINIMUM QUALIFICATIONS:
<ul><li>High school diploma or equivalent. Some college or professional school preferred</li><li>
2-4 years administrative office experience in a fast paced environment</li><li>
Knowledge of administrative and clerical procedures, customer service principles and practices</li><li>
Aptitude for understanding financial reports and extracting information</li><li>
Strong working knowledge of various computer software such as Microsoft Office, JD Edwards, OneWorld, and Web based input software</li><li>
Effective verbal and written communication</li><li>
Strong organizational and interpersonal skills with attention to detail</li><li>
Ability to prioritize, coordinate, multi-task and demonstrate initiative</li></ul></div>

Assistant, Administrative-I

Florida International University

<div>About FIU 
Florida International University is a Top 50, preeminent public research university with 55,000 students from all 50 states and more than 140 countries, as well as an alumni network of more than 340,000. Located in the global city of Miami, the university offers more than 200 degree programs at the undergraduate, graduate and professional levels, including medicine and law. FIU faculty are leaders in their fields and include National Academy members, Fulbright Scholars and MacArthur Genius Fellows. A Carnegie R1 institution, FIU drives impactful research in environmental resilience, health and technology and innovation. Home to the Wall of Wind and Institute of Environment, FIU stands at the forefront of discovery and innovation. With a focus on student success, economic mobility and community engagement, FIU is redefining what it means to be a public research university. 
Job Summary 
Primarily serves as the assistant to the Dean of Libraries, Provides a wide range of administrative level support. Serves as secondary HR Liaison for unit.<ul><li>
Provides administrative assistance to the Dean of Libraries by serving as a liaison with other University departments, maintaining calendar, scheduling meetings, and making travel arrangements for the Dean.</li><li>
Maintains daily operations of the administrative office by assisting in overseeing temporary office staff, supervising the administration of research carrels, serving as back up for departmental purchases, and organizes and maintains general office files. Provides general guidance to all support staff.</li><li>
Serves as liaison to the Building Operations Manager by resolving issues that do not warrant the attention of the Library Administration and making recommendations for solutions and/or takes independent action where appropriate. Exercises judgment and independent initiative in bringing information to the attention of the Dean of Libraries and Senior Director of Administrative Services.</li><li>
Serves as Libraries secondary HR Liaison by managing the temporary student jobs and answering any questions regarding onboarding process of Federal Work Student and temporary student workers. Works closely with HLs Administrative Specialist to ensure that Libraries office operations follow university policy and provision standards.</li><li>
Assists Search &amp; Screen Chairs and Hiring Officials by coordinating, scheduling and maintaining records for search and screen committees. Manages travel for any incoming finalists as needed.</li><li>
Uses departmental credit card in performance of duties. Serves as primary purchaser for any Dean of Libraries related expenditures. Serves as back up for Administration Office.</li><li>
Serves as Panther180 Liaison for unit. Sends out call for faculty applying for promotion. Schedules promotion workshops, meetings and communications with external reviewers. Sets up the annual evaluations in system and assists faculty with questions. Sends reminders and opens the system for out of schedule submissions. Troubleshoots with Academic Affairs as needed.</li><li>
Performs essential duties in any emergencies such as hurricanes, public health emergencies, and/or any other university emergency closing. The employee is expected to be available to report to work as needed during university emergency closing with appropriate notification of a department administrator.</li></ul> 
Minimum Qualifications 
Bachelor's degree and two (2) years of office or related experience providing administrative support, or coordinating functions of an office or department; OR six (6) years of office or related experience providing administrative support, or coordinating functions of an office or department; OR an equivalent combination of relevant education and/or experience. 
Job Category 
<ul><li>
Administrative</li></ul> 
Advertised Salary 
$50,000-$55,000 
Work Schedule 
Begin time: 8:30 AM
End time: 5:00 PM 
Pre-Employment Requirements 
<ul><li>
Expanded Background Check</li></ul> 
How To Apply 
Current Employee
As a current employee, you must log into Employee Self Service (ESS) to apply for this and any other internal career opportunity of interest. In this account, you are able to track your applicant status in &quot;My Applications&quot;.
To be considered eligible for the position as an internal candidate, departmental staff must meet minimum requirements of the position and be in good performance standing.
Before you begin the process, we recommend that you are prepared to attach electronic copies of your resume/ curriculum vitae, cover letter or any other documents within the application process. It is recommended that you combine your cover letter and resume into one attachment. Attached documents should be in Microsoft Word or PDF format.<ul><li>This posting will close at 12:00 am of the close date.</li></ul> 
How To Apply 
Prospective Employee
If you have not created a registered account, you will be asked to create a username and password for use of the system. It is recommended that you provide an active/valid e-mail account as that will be the main source of communication regarding your status within the process. In this account, you are able to track your applicant status in &quot;My Applications&quot;.
To be considered eligible for the position as an internal candidate, departmental staff must meet minimum requirements of the position and be in good performance standing.
Before you begin the process, we recommend that you are prepared to attach electronic copies of your resume, cover letter or any other documents within the application process. It is recommended that you combine your cover letter and resume/curriculum vitae into one attachment. Attached documents should be in Microsoft Word or PDF format. All applicants are required to complete the online application including work history and educational details (if applicable), even when attaching a resume.<ul><li>This posting will close at 12:00 am of the close date.</li></ul> 
Disclosures 
Clery Notice
In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, the University Police department at Florida International University provides information on crimes statistics, crime prevention, law enforcement, crime reporting, and other related issues for the past three (3) calendar years. The FIU Annual Security report is available online at: https://police.fiu.edu/download/annual-security-fire-safety-report/. 
 
To obtain a paper copy of the report, please visit the FIU Police Department located at 885 SW 109th Avenue, Miami, FL, 33199 (PG5 Market Station).
Pay Transparency
Florida International University will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.
Notice of Non-Discrimination
FIU is a State University System of Florida member, Equal Opportunity, Equal Access, and Affirmative Action Employer for individuals with disabilities and veterans. All qualified applicants will receive consideration for employment decisions, programs, and events without regard to race, color, religion, sex, age, national origin, disability, or protected veteran status. For inquiries regarding non-discrimination, contact FIU's Office of Civil Rights at 305.348.2785 or email ocr@fiu.edu.
Reasonable Accommodation Statement
Should you need an ADA accommodation to participate in a University event, program, or activity or need to request materials in an accessible format, please contact FIU's Office of Civil Rights (OCR) at 305-348-2785 or accommodations@fiu.edu. All requests for ADA accommodation or accessible materials for this event must be submitted to OCR at least seven (7) business days prior to the event or at the earliest possible opportunity.</div>

Executive Assistant - Green Library

AA Glass & Windows INC

&lt;Job Summary&gt; We are seeking a dynamic and highly organized Administrative Assistant to join our team! In this vital role, you will be the backbone of daily office operations, ensuring smooth communication, efficient management of administrative tasks, and exceptional support to staff and clients alike. Your energetic approach and attention to detail will help foster a productive and welcoming environment. This paid position offers an exciting opportunity to develop your office management skills while contributing to a thriving organization committed to excellence.&lt;Duties&gt;<ul><li>Manage front desk responsibilities, greeting visitors and directing them appropriately with professional phone etiquette</li><li>Operate multi-line phone systems, handle incoming calls, and provide prompt customer support or assistance as needed</li><li>Perform data entry, maintain accurate filing systems, and ensure all documents are proofread for clarity and accuracy</li><li>Utilize Microsoft Office Suite and Google Workspace tools for document creation, editing, and collaboration</li><li>Schedule appointments, manage calendars, and coordinate meetings to optimize time management for staff and executives</li><li>Assist with bookkeeping tasks using QuickBooks or similar accounting software to support basic financial record-keeping</li><li>Support office management duties including supply inventory, organization of files, and maintaining a clean, efficient workspace</li><li>Provide clerical support such as photocopying, faxing, mailing, and preparing reports or presentations for meetings</li></ul>&lt;Skills&gt;<ul><li>Proven experience in office administration or clerical roles with strong organizational skills</li><li>Proficiency in Microsoft Office (Word, Excel, PowerPoint), Google Workspace (Docs, Sheets), and basic computer literacy</li><li>Excellent phone etiquette with experience managing multi-line phone systems and providing customer service or support</li><li>Bilingual abilities are highly valued to assist diverse client needs effectively</li><li>Strong typing skills with attention to detail for proofreading documents and data entry tasks</li><li>Knowledge of office management procedures including filing systems and calendar management</li><li>Experience with bookkeeping software like QuickBooks or similar platforms is a plus</li><li>Ability to handle sensitive information discreetly with professionalism and confidentiality</li><li>Effective time management skills to prioritize tasks efficiently in a fast-paced environment</li><li>Personal assistant or medical/dental receptionist experience is advantageous but not required</li></ul>Join us as an Administrative Assistant and become an essential part of a vibrant team dedicated to operational excellence! Your proactive attitude and organizational prowess will help us deliver outstanding service while advancing your career in a supportive environment.Pay: From $18.00 per hourWork Location: In person

Administrative Assistant

Fourth Floor

<div>
 
 Our client, a luxury womenswear label based in Miami, FL, is looking for an Office Manager to join their team!
 
 
 
 
 
 
 Role Overview
 
 
 
 We are seeking a reliable and professional Office Manager to join its corporate office team based in Miami. The successful candidate will be the first point of contact for all visitors to the office and will also provide administrative support to various departments and executives within the organization. The individual in this role must be sensitive to our departmental needs, and have good working relationships when interacting with other team members and partners.
 
 
 
 
 
 
 Key Responsibilities
 
 
 <ul>
 <li>
 Greet and welcome visitors to the office in a friendly and professional manner.
 </li>
 <li>
 Manage the reception area, including answering phone calls, responding to emails, and handling mail and deliveries.
 </li>
 <li>
 Maintain a tidy and organized reception area and conference rooms.
 </li>
 <li>
 Schedule appointments and coordinate meetings.
 </li>
 <li>
 Assist with general administrative tasks, such as filing, data entry, and record keeping.
 </li>
 <li>
 Monitor and manage office supply inventory, including ordering supplies as needed.
 </li>
 <li>
 Coordinate and plan corporate events, such as meetings and company-wide celebrations.
 </li>
 <li>
 Provide support to various departments and executives within the organization, as needed.
 </li>
 <li>
 Handle confidential information and maintain strict confidentiality at all times.
 </li>
 <li>
 Perform other duties as assigned.
 </li>
 </ul>
 
 
 
 
 
 Qualifications
 
 
 <ul>
 <li>
 2-4 years of experience in a similar role preferred.
 </li>
 <li>
 Background in the fashion industry, or event planning highly appreciated.
 </li>
 <li>
 Excellent communication and interpersonal skills.
 </li>
 <li>
 Strong organizational and time management skills.
 </li>
 <li>
 Proficient in Microsoft Office, particularly Excel and Word.
 </li>
 <li>
 Ability to work independently and as part of a team.
 </li>
 <li>
 Professional demeanor and appearance.
 </li>
 <li>
 Valid Driver's License required
 </li>
 </ul>
 
 
 
 
 You can use www.workgrades.com to collect and manage your references for free and share them with us or anyone else you choose. Candidates with references are always preferred by our clients. Now is the most important time to stand out from the crowd. We suggest that you ensure you have updated your LinkedIn profile and that you start collecting your references early.
 
</div>

Office Manager - Luxury Womenswear Label

Visa

<div>Company Description 
Visa is a world leader in payments technology, facilitating transactions between consumers, merchants, financial institutions and government entities across more than 200 countries and territories, dedicated to uplifting everyone, everywhere by being the best way to pay and be paid.
At Visa, you'll have the opportunity to create impact at scale &mdash; tackling meaningful challenges, growing your skills and seeing your contributions impact lives around the world. Join Visa and do work that matters &mdash; to you, to your community, and to the world.
Progress starts with you. 
Job Description 
The role provides direct administrative support to the SVPs Value Added Services, LAC as well as general assistance to other team members. This position handles details of a highly confidential and critical nature and requires a broad working knowledge of departmental and company policies and practices.
This role is an individual contributor with a primary focus on execution. This position is at a developing professional level and solves a range of straightforward problems/analyzes possible solutions using standard procedures. This position receives a moderate level of guidance and supervision.
Essential Functions<ul><li>
Manage a complex calendar that includes scheduling meetings and travel, video conferences, trainings (off-site and / or internal), group events and booking conference rooms.</li><li>
Perform administrative support duties, including but not limited to drafting and typing correspondence, making copies, preparing binders, answering and screening managers&acute; phone calls and directing inquiries to the proper party within the team, and maintaining and ordering office supplies.</li><li>
Establish and maintain effective and cooperative professional business relationships with all levels of management, employees and outside companies.</li><li>
Act as a liaison, problem solver, and facilitator as the first contact for the senior leader.</li><li>
Manage quarterly All Staff and Quarterly Senior Leadership Meetings including logistics, agenda/materials, onsite support and event management.</li><li>
Travel on occasion to manage offsite leadership and client meetings</li><li>
Help manage departmental communications to internal key stakeholders collaborating with Corporate Communications and Human Resources.</li><li>
Maintain Business Continuity Management contact information. Prepare meeting materials including assisting with the creating of the presentation, handouts and other related materials as well as printing, binding and collating of materials.</li><li>
Coordinate conference/meeting room set-up, order catering, and make logistical arrangements.</li><li>
Assist with developing and updating complex PowerPoint presentations, Excel spreadsheets and documents in support of team activities.</li><li>
Handle contract management, monthly budget tracking (including POs, invoices and accruals) and updating and interfacing with accounting as needed.</li><li>
Process expense reports and providing general information to incoming calls regarding Accounts Payables, Purchasing, Travel Policy and Expense Reporting.</li><li>
Support projects as needed for senior executive.</li><li>
Coordinate and direct the work of other Administrative Assistants/Administrators on functional/regional projects.</li></ul>
This is a hybrid position. Expectation of days in office will be confirmed by your hiring manager. 
Qualifications 
Basic Qualifications &bull;Minimum of 6 months of work experience or a Bachelor's Degree Preferred Qualifications &bull;2 or more years of work experience &bull;University (or equivalent) degree in business administration &bull;Strong PC skills and proficiency with Microsoft Office Suite products (Excel, Outlook, Word, and PowerPoint). &bull;Innovative and creative thinker with a track record of delivery and proven ability to manage several projects concurrently and see them through from conception to conclusion &bull;Must be proactive and solution oriented, looking for ways to add value and assist the team &bull;Demonstrated ability to multi-task and prioritize work with a strong attention to detail &bull;Prior experience organizing meetings &bull;Experience with creative thinking and solution development &bull;Excellent time management &bull;Demonstrated organizational skills &bull;Fully effective working both independently and within a team &bull;Intuitive and not afraid to challenge 
Additional Information 
Work Hours: Varies upon the needs of the department.
Travel Requirements: This position requires travel 5-10% of the time.
Mental/Physical Requirements: This position will be performed in an office setting. The position will require the incumbent to sit and stand at a desk, communicate in person and by telephone, frequently operate standard office equipment, such as telephones and computers.
Visa is an EEO Employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status. Visa will also consider for employment qualified applicants with criminal histories in a manner consistent with EEOC guidelines and applicable local law.
Visa will consider for employment qualified applicants with criminal histories in a manner consistent with applicable local law, including the requirements of Article 49 of the San Francisco Police Code.
U.S. APPLICANTS ONLY: The estimated salary range for this position is 62,600.00 to 97,200.00 USD per year, which may include potential sales incentive payments (if applicable). Salary may vary depending on job-related factors which may include knowledge, skills, experience, and location. In addition, this position may be eligible for bonus and equity. Visa has a comprehensive benefits package for which this position may be eligible that includes Medical, Dental, Vision, 401 (k), FSA/HSA, Life Insurance, Paid Time Off, and Wellness Program.</div>

Executive Administrator

Canon Business Process Services

<div>Responsibilities:
<ul><li>Greet, welcome, and direct visitors, employees, and vendors in a warm, friendly, and professional manner</li><li>
Manage administrative duties such as document creation (agendas, presentations, handouts, and other written materials), filing, typing, copying, scanning, etc. as requested by client and manager</li><li>
Independently resolve moderately complex problems and issues under general supervision using appropriate judgment, discretion, and knowledge</li><li>
Maintain security by following procedures, monitoring logs, and issuing visitor/employee access</li><li>
Maintain a professional appearance and demeanor that reflects CBPS and the client&rsquo;s commitment to quality, continuous improvement, and respect for individuals</li><li>
Assist with event planning (scheduling, coordinating with host, retrieve food and beverage options, setup catering)</li><li>
Exhibit polite and professional verbal and written communication via phone, e-mail, and in-person</li><li>
Communicate effectively with Strategic Account Manager by informing and providing updates regularly to guarantee that daily operation and customer objectives are met</li><li>
Manage daily operations, checklists, and record key stats using Floor Control Worksheets</li><li>
Manage and facilitate office tours, events, and meetings in Google Calendar</li><li>
Schedule conference rooms per client requests and assist with event coordination, not limited to light cleaning and catering setup as needed</li><li>
Cross train on the role of Floor Ambassador to provide coverage as needed
</li><li>Resolve product or service problems by clarifying the customer&rsquo;s complaint, determining the cause of the problem, selecting and explaining the best solution to solve the problem, expediting correction or adjustment, and following up to ensure resolution.</li><li>
Inform employees, visitors, and vendors by answering or referring inquiries</li><li>
Answer all incoming calls and provide exceptional customer service
</li><li>May sign for incoming and outgoing packages, route to appropriate party</li><li>
Manage conflicting priorities and be comfortable in a fast-paced environment</li><li>
Work with the supervisor to ensure processes are clearly defined and issues are prioritized and resolved</li><li>
Perform other duties as requested by customers and manager</li><li>
Assist customers with fulfillment requests as needed</li><li>
Attend meetings and takes meeting notes</li><li>
Assist customer and manager in developing policies and procedures</li><li>
Keep a safe and clean reception area by complying with procedures, rules, and regulations</li><li>
Support continuity among work teams by documenting and communicating actions, irregularities, and continuing needs</li><li>
Contribute to team effort by accomplishing related results as needed</li><li>
Ability to manage flexible work schedule and provide support before and/or after shift</li><li>
May lift and/or move up to 50 lbs.</li></ul>
Qualifications:
<ul><li>Associates Degree is required
</li><li>Proficient in Google Workspace (Gmail, Docs, Sheets, Slides, Forms, Drive)</li><li>
Proficient in Microsoft Office (Word, Excel, PowerPoint, Teams)</li><li>
Familiarity with MAC software and Apple products</li><li>
Provide strong administrative skills with high-level attention to detail</li></ul><div></div><div> 
What We Offer</div><ul><li>
An opportunity to join an established team and be part of a successful and proven global organization!</li><li>
A competitive compensation program!</li><li>
Large Company Benefits: Medical/Dental/Vision/401K with a competitive company match!</li><li>
Employee discounts on Canon products &amp; vendor discount programs for employees!
</li><li>World-Class Training &amp; Career Development Programs!</li></ul></div><div></div>

Workplace Experience Administrator

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