Assistant jobs in Florida - 3,225 jobs

Personal Assistant
Market America, Inc. 4.5
Assistant job in Miami, FL
The Personal Assistant to the Chief Executive Officer provides various personal and professional duties. Essential Function and Responsibilities: Prepares and organizes meetings, parties, and other social events with Events department Assists in calendar scheduling, traveling arrangements and itinerary Assists in other personal errands and tasks for other family members as needed Verifies and confirms appointments Learns family preferences and anticipates needs Schedules appointments and organizes personal activities Composes personal correspondence and runs errands Keeps track of expenses (managing receipts, logs, credit card reconciliation and reimbursements) Handles and submits purchase request forms for principals Provides administrative support and assistance at Market America sponsored events and meetings Shop for gifts, when needed Prepare/pack luggage for principals when traveling Notifies appropriate personnel of problems and issues Manages files and documentation with the utmost level of organization Opens packages, manages tracking, pending and delivered orders; often large volumes Assists with office duties in the absence of other staff Leads or assists with ad hoc tasks and projects as they arrive daily Ensures that policies are understood and observed by staff in the areas of security, confidentiality, interaction with family and guests, expenditures of funds, vehicle use, and job performance Complies with company policies and procedures Partners with the family to ensure needs are met Supports the Company's Safety Programs Acts as an ambassador and champion of the company culture, ethics, and values Performs any other functions and duties assigned and necessary for the smooth and efficient operation of the Principles Estates. Education & Experience: High School Diploma or equivalent Five years' experience in assisting high profile individuals Valid driver's license required Experience in managing various levels of employees with different educational backgrounds, work style habits and employment histories Computer/Communication Skills: Proficient use of MS Office Products (Outlook, Word, Excel, PowerPoint) Tech savvy especially with smartphones and Apple devices Advanced ability to perform standard administrative tasks such as email correspondence, scanning, faxing, copier usage, printing, replenishing toner, etc. High energy level, comfortable performing multifaceted projects in conjunction with day-to-day tactical activities Ability to get along and work with diverse personalities; tactful, mature, flexible Proven ability to handle confidential information with integrity and discretion Thrives under pressure of deadlines and changing priorities Ability to be consistent and remain determined, focused, confident, and in control under pressure Prioritizes and models good communication skills; follows up, timely responses, proactive and positive in approach Above moderate to high levels in reading comprehension, writing, and speaking in English; active listening; attention to detail; critical thinking; creative problem solving; complex problem solving; and judgment Participative management style-advocate of team concept Ability to establish credibility and be decisive-but is able to recognize and support the family preferences and priorities to advance the organization Results and people oriented, with judgment to balance other business considerations Service oriented, but assertive/persuasive Long or odd hours and weekend & holiday coverage as needed Daily schedule will vary with a normal work week of 45-50 hours Weekends and evenings will be needed, frequency will vary depending on staff levels and the needs of the Estate Travel: Local travel Availability to travel often with little notice Physical Requirements and Work Environment: Working within a family estate, frequent interruptions and changing priorities, guest & vendors coming and going Intense, fast pace working environment Home office environment with little exposure to dust and weather conditions prevalent at the time (i.e., cold hot/humid) Routinely uses standard office equipment such as computers, phones, cameras, photocopiers, and filing cabinets Regularly required to talk, walk, stand, bend, twist, reach with hands and arms, stoop kneel and crouch Frequently lift, carry, pull, and push up to 10 pounds; occasionally, up to 30 pounds; intermittently; up to 50 pounds Good (corrected) eyesight and hand/eye coordination
$25k-30k yearly est. 2d ago

Looking for a job?

Let Zippia find it for you.

Personal Assistant
Opulent Property Management
Assistant job in Saint Augustine, FL
PART-TIME / ON-CALL PERSONAL ASSISTANT (15-30 hrs/week) | $18-$22/hr | OPEN AVAILABILITY REQUIRED (EVENINGS, WEEKENDS & HOLIDAYS) We're busy professionals seeking a reliable Personal Assistant to support both personal and business needs. This is not a Monday-Friday 9-4 role. We need someone who is flexible, responsive, and available when real life happens-including evenings, weekends, and holidays. What you'll do • Run personal and professional errands on behalf of the business owners • Handle pickups/drop-offs (packages, supplies, returns, etc.) • Coordinate appointments and basic scheduling support • Assist with occasional vendor/guest/client-facing tasks • Help keep day-to-day logistics moving smoothly What we're looking for • OPEN availability (evenings, weekends, holidays) and ability to be “on call” within agreed windows • Humble, dependable, eager-to-help attitude with a high service standard • Strong communication and excellent customer service skills • Professional, presentable, and trustworthy • Clean, reliable transportation (valid driver's license + proof of insurance) Compensation & hours • $18-$22 per hour (based on experience) • 15-30 hours per week, part-time/on-call (hours vary week to week) To apply Send a brief message with: • Your general weekly availability (especially evenings/weekends/holidays) • Your relevant experience (errands, assistant work, hospitality, customer service, etc.) • Confirmation you have reliable transportation If you're looking for a steady 9-4 schedule, this won't be the right fit. If you thrive in a flexible, service-forward support role, we'd like to hear from you.
$18-22 hourly 2d ago
Personal Assistant
Fanbasis
Assistant job in Miami, FL
Type: Full-time Reports to: CEO and CPO FanBasis is a platform that empowers entrepreneurs, experts, and creators to sell, host, and scale digital product/service businesses. The platform offers robust tools for setting up and managing offers, courses, communities, coaching, membership programs, and more-with built-in payment processing and subscription management features. With a growing seller base and key strategic partnerships, FanBasis is revolutionizing the internet economy. Role Description FanBasis is seeking a hands-on Personal Assistant to support the CEO and CPO with a wide range of daily tasks, errands, logistics, and administrative responsibilities. This role is ideal for someone who is highly organized, resourceful, and comfortable managing both professional and personal support tasks in a fast-paced, in-person environment. This is not a purely desk-based role - it requires flexibility, responsiveness, and a willingness to handle frequent, varied, and time-sensitive tasks throughout the day. Key Responsibilities Personal Assistant Tasks Manage day-to-day calendars, scheduling, and reminders for the CEO and CPO Handle a high volume of small, time-sensitive tasks and requests throughout the day Run errands as needed (office-related, logistical, and administrative) Coordinate deliveries, pickups, returns, and on-site logistics Assist with personal and professional task management as required Track to-do lists, follow-ups, and action items Maintain confidentiality and exercise discretion at all times Travel Management Coordinate all aspects of executive travel, including flights, hotels, transportation, and itineraries Handle last-minute changes, cancellations, and rebooking Prepare and manage travel schedules and logistics in advance Office Management Oversee daily operations of the Miami office Manage office supplies, inventory, and vendor coordination Ensure the office remains organized, stocked, and operational Coordinate with building management and service providers Support onboarding logistics and workspace setup for new hires Act as the primary point of contact for day-to-day office needs Serve as the primary greeter for high-level clients, investors, and external stakeholders Who you are Someone who enjoys being busy and handling a variety of tasks A proactive problem-solver who takes ownership A person who thrives in an in-person, fast-moving environment Someone flexible and adaptable to changing priorities Qualifications 1+ years of experience in a Personal Assistant, Administrative Assistant, or similar role Strong organizational skills and attention to detail Ability to multitask and manage frequent interruptions Comfortable running errands and handling logistical tasks Excellent communication and interpersonal skills Reliable, professional, and resourceful Work Authorization Applicants must be authorized to work in the United States. FanBasis does not offer visa sponsorship. Benefits Competitive salary and benefits package Gym membership packages Paid time off and company-paid holidays In-person work environment in Miami, FL Team-Buidling events, company lunches, and swag Opportunity to be a part of a fast-growing team of Industry Experts. Work Environment Collaborative, in-office environment with regular interaction among leadership and team members. Occasional short trips outside the office for errands or task-related needs. Minimal to no travel required.
$30k-47k yearly est. 1d ago
Assistant Maitre D
Celebrity Cruises 4.7
Assistant job in Miami, FL
About the Company Celebrity Cruises is a luxury and modern cruise line, part of Royal Caribbean Group! Since its inception in 1989, Celebrity has held true to its original commitment of taking the very best aspects of classic, elegant cruising and updating them to reflect current lifestyles. What sets Celebrity apart from other vacation choices today is the cruise line's passionate dedication to providing guests with a cruise experience that exceeds expectations. This extraordinary performance level has become the definition of Celebrity Cruises and has set the worldwide standard for today's expression of what first made cruising famous - high quality, superior design, spacious accommodations, grand style, attentive service and exceptional cuisine! As part of the Celebrity Family, we will provide you with a fantastic opportunity to grow your career, travel the world and create an unforgettable experience for you to share with family and friends for years to come. As part of your work journey with us, we can offer you: Free accommodation. Free meals. Full training and support. Flights to and from the ship. Free laundry for uniforms. 6 months contract, 2 months' vacation. Special rates for your family and friends to visit onboard. Great opportunities to grow and make an excellent career onboard! About the Role The ideal candidate is a Restaurant Manager or Senior Restaurant Manager with a strong background in F&B, 5 starts Hotel/Resorts, and/or other cruise lines. You will assist in the supervision of the restaurant personnel, ensuring total guest satisfaction regarding food quality and service in accordance with company policies. Main Responsibilities Upkeep company standards while ensuring guest satisfaction. Management, scheduling and training of restaurant personnel. Attentiveness to guest's needs, necessities, special celebrations, special requests. Managing sales strategies while meeting KPI's. Main Qualifications Bachelor's degree in hospitality management, business administration or related field. Minimum of 5 to 8 years hospitality/restaurant management experience (shipboard experience preferred). Excellent food and wine knowledge and experience in fine dining restaurants. Very strong leadership skills and ability to manage international staff. Great communication in English, and additional languages skills such as: Spanish, Italian, French, German or Portuguese. Strong planning, coaching, organizing, staffing, controlling and evaluating skills. APPLY HERE: ****************
$25k-31k yearly est. 1d ago
Office Administrator
Ascendo Resources 4.3
Assistant job in Jacksonville, FL
The ideal candidate will be in charge of the organization and efficiency of daily office operations. From scheduling client meetings, to communicating between departments, you will be responsible for completing multi-level tasks in a professional and timely manner. Responsibilities Manage the reception area and staff to ensure effective communication both internally and externally Provide office guests with a hospitable experience Supervise the maintenance of office areas, equipment, and facilities Interact with IT, phone and building personnel as needed Qualifications Proficiency in Microsoft Office suite (Outlook, Excel, Word, PowerPoint, etc.) Excellent written and verbal communication skills Ability to multi-task, organize, and prioritize work
$32k-38k yearly est. 15h ago
Real Estate Administrative Assistant
L2R Consulting
Assistant job in Miami, FL
We're seeking a proactive and detail-oriented Administrative Assistant with commercial real estate industry experience to serve as the right hand to the team principals and help drive day-to-day operations, marketing execution, listing preparation, and transaction coordination. You'll also help formalize systems, manage our database, and ensure our listings and clients receive white-glove service. Key Responsibilities Administrative Operations Manage calendars, schedule meetings, and handle Zoom links for internal and client meetings Prepare buyer/seller documents, deal sheets, disclosures, and team contracts (Docusign, Compass tools) Organize and maintain internal trackers, digital files, and Compass compliance (Skyslope) Assist with invoices, vendor payments, and expense tracking Order office supplies and team promo items (cards, champagne, etc.) Maintain listing and transaction pipeline reports Coordinate post-closing follow-ups and testimonials Listing & Deal Coordination Coordinate listing prep: order photos, schedule vendors (stagers, handymen, cleaners, movers) Upload listings to Compass, MLS, LoopNet, Crexi Prepare brochures, OM flyers, open house collateral, and disclosure packets Track listing performance and prepare seller updates (Compass, Zillow, Redfin) Manage offer paperwork, deal sheet creation, attorney coordination, contract execution Ensure compliance with Compass systems, generate commission invoices, finalize in Deal Closer Update all status changes across platforms Marketing & Lead Management Design and send e-blasts, brochures, newsletters (Compass Marketing Center, Mailchimp) Manage team's Instagram and Facebook pages; assist with content creation and posting Coordinate print campaigns and seasonal marketing drops Support marketing campaigns (including Google Ads and Facebook Ads if applicable) Oversee CRM maintenance, track Zillow leads, and request client reviews Event & Client Support Plan client and broker events (venue, invites, food, promo items) Coordinate vendor and prospect meetings Support holiday, seasonal, and branding outreach campaigns Qualifications Minimum 2+ years in a support role (real estate, executive assistant, operations, or marketing) Experience in real estate (residential or commercial) strongly preferred Tech-savvy: Google Workspace, Docusign, CRM systems (Compass, FUB, Salesforce), Canva Strong writing, grammar, and communication skills Meticulous attention to detail and process-oriented Friendly and professional demeanor; able to handle clients, brokers, and vendors with confidence Real estate license is a plus, but not required Compensation & Perks Competitive salary based on experience Performance-based bonuses Room for growth as the team expands Flexible hours with hybrid work setup Paid time off and Compass platform access Entrepreneurial, collaborative team culture
$28k-39k yearly est. 3d ago
Administrative Specialist
Take2 Consulting, LLC 3.7
Assistant job in Miami, FL
Mission Statement: Take2 Consulting is seeking an Administrative Specialist to work at our hybrid office in Miami, FL. This role will support the United States Coast Guard (USCG) Civil Engineering Unit (CEU). EU Miami is crucial for maintaining Coast Guard facilities and managing significant communications infrastructure, working with other units like Sector Miami and MSST Miami Role Overview: Performs office admin, contract admin and facility operation activities. Assists in all business, cost containment, and accounting activities. Provides cost control advice to management. Prepares correspondence and maintains filing and tracking system for easy retrieval. Maintains calendar of management activity. Assists in preparing management progress reports. Review Real Property Leases, CAD drawings, Land Surveys, Deeds, Transfer of Sale documents of assets including, Buildings, Houses, Aids to Navigation (ATONs) and Easements. Add new Ingrants into USCG Real Property system of record (SAM) using corresponding data from Lease agreement and all relevant acquisition documentation. Verify Lease start/end dates, renewal options, Lessor/Grantor info and monthly rental amounts are accurate in the system of record based on supporting documentation. Review and update Ingrants in SAM to reflect current Real Property Specialist (RPS) assignment according to area of responsibility (AOR). Run various ad-hoc reports for Ingrants in SAM in support of further analysis. Organize CEU Miami's SharePoint & Teams Document Library for ease of use and access. Review checklist to gather materials needed for tracking and organizing, lease agreements, construction and planning documents, site photos, email correspondence and all acquisition documents. Verify active Ingrants have accurate OPFAC and Lessor/Grantor info. Confirm leases are paid timely. Identify areas for process improvement and coordinate with Deloitte team members to implement change. Requirements: 2-5 years of experience Attention to detail and ability to manage high-volume, deadline-driven tasks. Extremely organized with effective communication skills. Can pick up the CAD experience (experience with this would be a big plus) Have to be willing to research and dig for their questions; sometimes this information is difficult to find Internal audit background would be helpful Good worker, attention to detail, can manage own work Degree preferred, not required
$40k-61k yearly est. 3d ago
Office Administrator
Lumicity
Assistant job in Miami, FL
Location: Miami, FL (Brickell) | Full-time | On-site Salary: $45,000 base + 10% Performance Bonus + Benefits Lumicity is a dynamic division of G2V Recruitment, specializing in cutting-edge markets across Tech, Energy, Engineering, and Life Sciences. As part of a globally recognized recruitment group with offices across the US, UK, and Europe, Lumicity is in an exciting period of growth in both revenue and headcount. We are seeking a detail-oriented and proactive Office Administrator to join our Miami office, located in Brickell! This role is instrumental in maintaining operational excellence and a professional office environment, while also supporting the broader success of our national business. This is an exciting opportunity for a motivated professional who thrives in a fast-paced setting and is looking to grow within a dynamic, people-first organization. Key Responsibilities: Office Administration & Operations Serve as the first point of contact for visitors and staff, ensuring a welcoming and professional atmosphere. Oversee day-to-day office operations, including supply management, mail distribution, and vendor coordination. Maintain a clean, organized, and well-equipped workspace that reflects Lumicity's brand and values. Support the planning and execution of internal events, team-building activities, and client-facing functions. Assist with marketing initiatives and social media coordination in collaboration with internal stakeholders. Provide administrative support to the Director and Operations Manager, as needed. Contractor Care & Compliance Manage contractor onboarding, including W2 and C2C compliance in partnership with payroll providers. Draft, distribute, and track client and candidate contracts; ensure timely uploads to Bullhorn. Administer timesheets, background checks, and contract extensions. Monitor contractor end dates and proactively support consultants with renewal processes. Maintain accurate and up-to-date contractor records in the CRM. Act as a liaison between contractors and the sales team, delivering consistent high-quality service throughout the contractor lifecycle. About You You'll thrive in this role if you bring: Proven experience in office administration or operations support, preferably in a fast-paced, client-focused environment. Strong interpersonal and communication skills with a professional and approachable demeanour. Highly organized, detail-oriented, and capable of managing multiple priorities simultaneously. Proficiency in Microsoft Office Suite; experience with CRM systems (e.g., Bullhorn) is a plus. Demonstrated ability to work independently and collaboratively across teams and time zones. A proactive mindset with a commitment to continuous improvement and service excellence. Ability to work independently and collaboratively across teams and time zones. Why Join Lumicity? Be an important part of a fun, young workforce within a globally recognized recruitment firm. You'll be the main coordinator in organizing and executing company events and celebrations. Work in a vibrant and energetic office with direct access to leadership and cross-functional teams. Join a supportive, high-energy culture that values initiative, collaboration, and career development. Gain exposure to multiple business functions and play a key role in shaping operational success across the US. If you are a driven professional who enjoys being at the center of a thriving team and is eager to grow with a forward-thinking organization, we'd love to speak with you!
$45k yearly 1d ago
Administrative Assistant
Vaco By Highspring
Assistant job in Maitland, FL
Pay: $25-$28/hour | Contract to Hire Mon - Fri 8-5 PM We're seeking a detail-oriented Scheduler to manage and maintain construction schedules within a centralized scheduling system. This role partners with builders, suppliers, and internal teams to release tasks, update schedules, manage milestones, and resolve scheduling issues. Key Responsibilities: Review and close schedule recordables Release and reschedule tasks based on lead dates Maintain milestone and cut-off task accuracy Coordinate schedule updates with builders and suppliers Monitor system alerts and resolve discrepancies Qualifications: Scheduling, administrative, or construction coordination experience preferred Strong attention to detail and organizational skills Comfortable working in fast-paced, system-driven environments Apply if you enjoy keeping projects on track and working cross-functionally Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual's skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company's 401(k) retirement plan.
$25-28 hourly 2d ago
Office Coordinator
Savills North America 4.6
Assistant job in Tampa, FL
ABOUT SAVILLS At Savills, a leading global commercial real estate services firm, we help organizations find the solutions that ensure employee success. Sharply skilled and fiercely dedicated, our integrated teams of consultants and brokers are experts in better real estate. With services in tenant representation, capital markets, project management, workforce/incentives, and workplace strategy/occupant experience, we've boosted the potential of workplaces around the corner, and around the world, for 160 years and counting. Savills is looking for an Office Coordinator in our Tampa, Florida office to provide support to the Portfolio Solutions team to help them achieve their business plan goals and objectives each year. This individual will be responsible for preparing proposals, PowerPoint presentations and communication materials. They will also coordinate the distribution of internal and external marketing information. The ideal candidate is mission-driven, action-oriented, and able to thrive in a growing and fast paced environment. The role will leverage administrative and technical skills to provide support to and work collaboratively with the entire office. KEY DUTIES AND RESPONSIBILTIES Greet and assist office guests. Answer/route all incoming calls. Handle all incoming and outgoing mail - i.e., Fed Ex, USPS, UPS, receive, sort, scan and distribute to appropriate individuals. Maintain, schedule and set-up conference room in preparation of broker/client meetings, lunches, training, or special events. Maintain upkeep of kitchen, including cleanliness and tracking and ordering of kitchen/vendor supplies. Responsible for office record keeping (employee addresses, emergency contacts). Provide administrative and technical support to assigned team as needed. Accurately prepare building reports, tour books and other correspondence to meet brokers' demands and clients' needs, often under tight time constraints. Assist with basic graphical support. Copy, print and bind presentation materials. Conduct online research. Coordinate on/offsite meetings including scheduling appointments, keeping calendars, and arranging travel itineraries and meeting room reservations. Perform accounting functions which may include preparation of expense reports and billings. Complete additional duties and responsibilities as assigned COMPETENCIES Effectively communicate, interact, and collaborate with brokers, staff, vendors and clients Consistently demonstrate a high level of performance and professionalism Ability to multi-task and meet deadlines in a high-pressure environment Excellent verbal and written communication skills Maintain discretion and exhibit sound decision making skills Exhibit a high level of attention to detail Strong work ethic and positive attitude Advanced knowledge of Microsoft Office Suite (i.e. word, excel and power point) Working knowledge of Adobe InDesign/Illustrator or graphics knowledge a plus Excellent organizational and time management skills; ability to multi-task and prioritize workload under pressure Self-starter who works independently and thinks proactively and strategically Ability to adapt to company specific software. PREFERRED EDUCATION AND EXPERIENCE 1-2 years of related office experience in support of a senior executive or team of executives. (Real Estate or Professional Services industry experience a plus) Bachelor's Degree preferred and or equivalent combination of education and experience Savills values a diverse work environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity or expression, sexual orientation, national origin, genetic information, disability, age, veteran status, or any other protected characteristic. All qualified applicants, including minorities and women, are encouraged to apply. Savills participates in the E-Verify program.
$29k-36k yearly est. 3d ago
Front Desk Receptionist/Administrative Assistant
Leeds Professional Resources 4.3
Assistant job in Miami, FL
Our client is seeking a front desk receptionist to join their team! Greet and welcome visitors in a warm and professional manner. Manage incoming phone calls, directing them to the appropriate personnel while maintaining phone etiquette. Maintain an organized filing system for documents and records. Scheduling appointments, managing calendars, and handling correspondence. Assist with administrative tasks as a personal assistant when required. Ensure the front desk area is tidy and presentable at all times. Handle customer inquiries and provide information about services offered. Support team members with various tasks as needed to ensure smooth operations. Skills Strong computer literacy with the ability to type efficiently and accurately. Familiarity with phone systems and excellent phone etiquette. Bilingual abilities are a plus, enhancing communication with diverse clientele. Exceptional customer service skills with a friendly disposition. Strong organizational skills with attention to detail in managing files and documentation. Ability to work independently as well as part of a team in a dynamic environment.
$22k-26k yearly est. 1d ago
Administrative Assistant / Bookkeeper
Nusens USA
Assistant job in Tampa, FL
Nusens USA is a niche construction company dedicated to providing specialized containment system services coast-to-coast. We are not a sub-contractor - we self-perform all of our services. We are searching for a dedicated and detail-oriented Administrative Assistant / Bookkeeper to join our team full-time. This role requires a strong foundation in administrative work, as well as practical experience in accounting and finance. This is a full-time in-office position. Nusens is truly a dynamic work place which requires self-motivated people. The ideal candidate is flexible, proactive, and has a passion for keeping things organized and running smoothly. If you are someone who thrives in a dynamic environment and enjoys wearing multiple hats, we'd love to hear from you. Your Role: Answer incoming calls, take messages, and greet visitors and clients Maintain office organization, supplies, and equipment to ensure day-to-day functionality Order office and kitchen supplies, keeping tabs on inventory and keeping everything well-stocked Handle accounts payable and accounts receivable Record daily financial transactions and assist with bookkeeping tasks Generate invoices, credit memos, and other accounting documents Assist with documentation, data entry, and internal reporting Support the team with various administrative tasks and projects as needed Qualifications: Minimum of 3 years of relevant experience (required) Proficient in QuickBooks (required) Solid working knowledge of Microsoft 365 (Word, Excel, Outlook, Teams, etc.) Strong multitasking and time management skills Demonstrated ability to work independently and prioritize effectively Excellent written and verbal communication skills Strong attention to detail and high level of accuracy Positive attitude and team-oriented mindset Professional phone etiquette and client service experience Valid driver's license (required) Spanish language skills are a plus We Offer A collaborative and supportive team environment Competitive salary based on experience Opportunities to grow and expand your role over time
$25k-36k yearly est. 1d ago
Office Administrator
Hydrolec Inc.
Assistant job in Jacksonville, FL
PLEASE READ THE JOB DESCRIPTION IN ITS ENTIRETY. Hydrolec is looking for an experienced Office Administrator. The company is a family owned, industry leading manufacturing business in Jacksonville, FL. Our core values are: Family First-we treat all employees, customers, and vendors as we would our archetypal ideal family. This means we create a supportive and fun environment while we hold each other accountable to be the version of ourselves we would want to be related to. Sky's the limit- we have an unlimited solution seeking attitude to any perceived challenges that come our way. There is always a solution, especially when it comes to supporting team members and delighting customers. All Hands-on Deck- we are all willing to pitch in to accomplish the most urgent and important task at hand, no matter how unrelated it may be to our so-called title. Position Summary: We are looking for a friendly and eager- to- learn Office Administrator. We are in a high growth period, and we are looking to onboard an enthusiastic administrative support person who is excited to play the role of gatekeeper to our leadership team as well as the day-to-day champion for our administrative functions. Key Responsibilities: Timely vendor payment processing, recording, and verification of 100+ vendor transactions monthly Collaborate with internal receiving, inventory, accounting, and external vendors to reconcile discrepancies for payment processing Verify AP ledger is accurate Coordinate schedules and calendars internally with team members and externally with customers, vendors, and advisors Answer phones, check messages, manage email inboxes, and snail mail Organize and file both digitally and physically Book travel for management Suggest process improvement where applicable Prepare meeting agendas, minutes, and follow-ups Collaborate with team members on meeting materials (presentations, agendas, etc.) Required Qualifications: 5+ years of Accounts Payable experience Payment processing experience required A total of 2+ years in an administrative role Skills and Competencies: Strong in all Microsoft Office Suite (Word, Excel, Powerpoint)--ideally an Excel wizard! Strong Organizational Skills-familiarity with the Kon Marie Method is a plus Presentation building skills-Canva or similar preferred Confident in Outlook Ability to reconcile discrepancies with vendors Exceptional written and verbal communication skills; prefers verbal communication when dealing with conflict Attitude and Behavior Traits Acts with integrity High attention to detail Has a sense of urgency Is a team player Friendly Demonstrates initiative Preferred Qualification: Experience processing payments for a high volume of inventory Experience with Sage Accounting Software Can leverage AI but does not rely on it Experience working in an industrial setting Compensation and Benefits: The hourly rate is based on experience. Generous PTO policy Health insurance with HRA option Dental Vision Voluntary Life Supplemental Insurance Maternity/Paternity Leave Monthly Catered Employee Lunch 401K match Reporting Structure: Reports to the President Application Process: Must submit a cover letter and resume expressing why you are interested in this role and the company to ***********************. Applicants without this will NOT be considered if no cover letter is sent.
$30k-40k yearly est. 1d ago
Office Coordinator
Technical Source
Assistant job in Jacksonville, FL
Technical Source is seeking an energetic and self-motivated Office Coordinator to manage and oversee the daily operations of our client's office in Jacksonville, FL. The ideal candidate will possess strong leadership skills and a proactive attitude, ensuring efficient office functions and providing support to various teams. This role involves coordinating meetings, managing facilities, and handling special projects as assigned. This individual will be needed 20-25 hours each week. Potential for full-time. Key Responsibilities: Office Management: Oversee daily office operations, including maintaining office supplies, equipment, and facilities to ensure a well-organized and efficient workplace. Administrative Support: Provide clerical and administrative assistance to staff, such as photocopying, faxing, mailing, and filing documents. Meeting Coordination: Schedule and coordinate meetings, book meeting rooms, and arrange necessary equipment to facilitate smooth operations. Visitor Reception: Greet and assist visitors, ensuring a professional and welcoming environment. Communication Management: Handle incoming and outgoing correspondence, including emails, phone calls, and mail distribution. Record Keeping: Maintain and organize office files, records, and documentation for easy retrieval and compliance purposes. Qualifications: Proven experience in office administration or coordination roles. Strong organizational and multitasking skills. Excellent verbal and written communication abilities. Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with office management software. Ability to work independently and collaboratively in a fast-paced environment. High level of professionalism and attention to detail. Bachelor's degree in Business Administration or a related field is preferred.
$30k-40k yearly est. 3d ago
Office Administrator
MLB & Associates
Assistant job in Longwood, FL
The Office Administrator is a central member of the team, responsible for ensuring efficient daily operations and providing critical support to both field and management staff. This role serves as the primary point of contact for administrative needs, overseeing documentation, coordinating internal processes, and assisting with scheduling, project tracking, and regulatory compliance. The Office Administrator plays a vital part in keeping projects organized and on track, contributing to the overall success of our traffic control operations. Key Responsibilities Provide comprehensive administrative and office support to ensure smooth and efficient day-to-day operations. Manage front office activities, including answering phones, responding to emails, distributing mail, and maintaining office supply inventory. Maintain accurate records and handle documentation related to invoices, receipts, vehicle maintenance, and inventory. Support the Director of Operations with data entry, data verification, and other job-related tasks within the Field Management Pro (FMP) system. Perform data entry and maintain the Google Earth mapping and tracking program to support operational planning and field coordination. Support the hiring process by collecting required documentation and assisting with onboarding new employees. Prepare reports, presentations, and correspondence as needed. Customer Service & Communication Serve as a liaison between internal departments and clients or subcontractors. Provide excellent customer service through prompt and professional communication. Respond to inquiries related to scheduling, billing, and general company services. Qualifications & Experience High school diploma required, associate degree in business administration or related field preferred. Proven experience as an Office Administrator, Administrative Assistant, or similar role (traffic control or construction industry preferred). Strong organizational and multitasking skills; ability to manage multiple priorities under tight deadlines. Excellent written and verbal communication skills. Proficiency in Microsoft Office Suite (Word, Excel, Outlook); experience with Field Management Pro (FMP) & QuickBooks Workforce a plus. Knowledge of traffic management operations or public infrastructure services is an asset. Equal Opportunity Employer providing a workplace that is free from discrimination and harassment. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, age, national origin, disability, veteran status, or any other legally protected status.
$30k-40k yearly est. 2d ago
Office Coordinator
World Red Eye
Assistant job in Miami Beach, FL
The ideal candidate will be responsible for providing administrative support to ensure efficient operation of the office. From scheduling client meetings, to communicating between departments, you will be responsible for completing multi-level tasks in a professional and timely manner. Responsibilities Manage Owners calendars and schedule. Support office and management with day to day activities. Support the bookings and operations team with tasks such as assigning events, maintaining photographers and videographers calendars and client follow ups Assist with follow up for videos and photos with internal and external clients Assist in handling office requests for dial-ins, conference rooms, travel requests, etc. · Coordinates the involvement of internal personnel, including support, service and management resources to reach objectives, trouble-shoot issues and meet customers' expectations Qualifications Proficiency in Google Workspace (Docs, Sheets, etc.) Excellent written and verbal communication skills Ability to multi-task, organize, and prioritize work Bachelor's degree Well organized with an aptitude in problem-solving
$30k-40k yearly est. 4d ago
Administrative Assistant | Showing Agent
The Jills Zeder Group at Coldwell Banker
Assistant job in Miami Beach, FL
We have a unique opportunity for the right person! Our top producing group is seeking an energetic and enthusiastic licensed real estate sales associate to join our luxury real estate team! The ideal candidate must have an active FL real estate license, superior analytical and writing skills, a great customer service demeanor, and the ability to learn quickly in an extremely fast paced environment. This position will require administrative tasks as needed. If you thrive on juggling multiple tasks and would enjoy collaborating with a team that is consistently breaking records, please submit your resume ASAP! Job Functions Prepare homes to be shown to prospective buyers, secure home after showings show homes, describe features, as needed. set appointments for showings and maintain calendar, prepare itineraries attend inspections and walk through appointments keep informed of market conditions, develop market analysis in selling area update seller on showing activities, strategic listing adjustments schedule and host open houses, brokers opens and special events maintain list of visitors review client list to ensure entry into CRM and follow up respond to leads, answer prospect calls accurately prepare correspondence, documents, Contracts, etc audit listing inventory maintain key controls deliver presentations, client gifts write copy and assist marketing department Desired Skills Strong intiative Proficient in MLS Matrix, Microsoft Office Suite, Top Producer Team Player Able to work under pressure and meet short deadlines Flexible multi-tasker with the ability to prioritize assignments Willing to do administrative and personal work as needed Requirements FL Real Estate Sales Associate Real Estate: 1 year Spanish & English required Marketing background or interest Reliable transportation Work 5 days per week including weekends Ability to read and write English & Spanish accurately Job Type: Full-time Experience: Customer Service: 1 year (Preferred) License/Certification: Florida Real Estate Sales Associate License (Required) Driver's License (Required)
$25k-36k yearly est. 1d ago
Administrative Assistant
Floridian First Realty
Assistant job in Coral Gables, FL
Floridian First Realty offers specialized commercial, residential, and luxury real estate services. Our approach highlights service and ethics, providing customers with well-informed and confident decisions about their real estate goals. Pay : $15-20 an Hour Role Description This is a part-time, on-site role for an Administrative Assistant at our Coral Gables, FL location. The Administrative Assistant will be responsible for overseeing office operations and administrative tasks. This includes managing office realtor personnel, providing administrative assistance, property management, closing coordination, and ensuring excellent customer service. The Administrative Assistant will also handle office administration duties to ensure the smooth running of the day to day office tasks. Qualifications Strong Communication skills Administrative Assistance and Office Administration skills Proficiency with Microsoft Office products Excellent Customer Service skills Organizational and time management skills Ability to work independently and as part of a team Prior experience in real estate or related field is a plus Experience with Quickbooks is a plus. Fluent in English and Spanish Flexible schedule
$15-20 hourly 3d ago
Office Administrator
Gridiron Insurance Underwriters, Inc.
Assistant job in Plantation, FL
Join our dynamic and growing team at Gridiron Insurance! Gridiron Insurance provides custom and specialized products to unique segments of the insurance marketplace. We deliver exclusive coverage with creative and adaptable insurance solutions. Our mission is to offer a stable, dedicated, and professional approach to underwriting, ensuring value in every insurance transaction. We are seeking an organized and proactive Office Administrator to oversee daily office operations, ensure a smooth workflow, and support our team with both administrative and operational tasks. The ideal candidate will be skilled in multitasking, managing office supplies, helping the operations team, and fostering a positive work environment. Essential Duties and Responsibilities include, but are limited to the following: Monitor and direct incoming mail daily; prepare outgoing mail for pickup. Scan mail and send to appropriate employees or import into systems. Greet visitors to the office and direct visitors to the correct location. Perform general administrative, clerical, and executive schedules and support tasks to ensure organizational sustainability. Organize company events, meetings, catering and other logistics. Coordinate with outside vendors and contractors. Create reports, prepare presentations, and write letters. Coordinate the use and organization of office space. Manage inventory of office supplies; purchase supplies and equipment when needed. Accurately process binders, policies, endorsements, and other insurance documents. Review supporting documentation for completeness and accuracy. Monitor assigned workflows and task queues to ensure timely completion. Support quality assurance efforts across teams by identifying and addressing inconsistencies. Communicate effectively with internal and external stakeholders via email and phone calls. Assist in handling escalated issues and follow up on outstanding items to ensure resolution. Consistently meet or exceed daily productivity and accuracy goals. Collaborate closely with underwriters and team members to ensure smooth and timely policy issuance and processing. Qualifications: Bachelor's degree preferred or equivalent administrative experience. Excellent written and verbal communication skills. Effective problem-solver. Highly organized and detail oriented. Proficiency in Microsoft Office Suite: Word, Excel, PowerPoint, and Outlook. Attention to detail and proven ability to perform tasks with a high degree of accuracy. Excellent interpersonal skills, with an ability to work in a diverse, fast-paced environment. Ability to cross-train within multiple operational functions. Willingness to assist wherever needed, excellent multi-tasking skills.
$30k-40k yearly est. 3d ago
Sales and Office Assistant
Denirobootco
Assistant job in Wellington, FL
for the DeNiroBootCo offices located in Wellington, FL . Company is in the equestrian sector, and imports, distributes and sells Italian made luxury leather footwear for horseback riding and competition. Job duties include: · Order-Ship-Bill-Collect Cycle Management · Assist with Inventory & Warehouse Management · Showroom sale for a local direct customer · Customer Care for Reseller Customer Ad hoc projects to support Sales and Marketing, Social Media management, and Sales at Horse Show events. Responsibilities: Warehouse & Office assistant for orders management, inventory management, office admin and bookkeeping. Sales for a local Direct customers and at the horse show. Experience & Education: High School graduate / College student. Job training provided. Skills & Qualities: Motivated, hard-working and able to take initiative. Results oriented. Good communication and customer service skills. Likes equestrian world.
$24k-33k yearly est. 5d ago