Project Assistant Jobs in Coral Gables, FL

JOB SUMMARY: This position is responsible for providing support for and coordinating cases referred to pro bono or contract attorneys. This position is also responsible for helping recruit and maintain a pro bono or contract attorney panel for such referrals and assisting with other Private Attorney Involvement projects as assigned. ESSENTIAL JOB FUNCTIONS: Oversee and act as the office point of contact for clients and cases that have been accepted for handling by the office PAI program. Refer appropriate cases to pro bono or contract attorneys. Maintain pro bono or contract case files. Communicate regularly with PAI attorneys regarding assigned cases, including requesting necessary status reports or case updates. Where relevant, maintain financial records for contract cases and coordinate with Administration bookkeeping and the Managing Attorney concerning financial records and budget for contract attorney cases. Work with the Managing Attorney and other staff to maintain positive and professional relations with the local bar throughout the service area and help recruit, reward, and recognize members of the office PAI program. Attend training and meetings concerning private attorney involvement, and participates in the PAI working group/committee. Participate in training in high-priority substantive law practice areas. Assist in development, organization and presentation of PAI training events, Acquire and maintain knowledge of services available for clients throughout service area. Demonstrate knowledge and expertise of the law and legal system. Provide assistance to other staff, PAI attorneys, and clients as directed by the office Managing Attorney. Work on statewide and other PAI activities with management and other program staff as assigned. Embrace and support the Organization's overall mission, standards, policies and procedures, and confidentiality guidelines. ADDITIONAL RESPONSIBILITIES: • Perform other duties and projects as required by management. The position is a member of Broward Lawyers Care Pro Bono Project reporting directly to the Pro Bono Director, and Pro Bono Coordinator. KNOWLEDGE, SKILLS, AND ABILITIES: Good verbal and written communication skills. Good interpersonal skills: able to work well with a wide range of people. Strong organizational and time management skills. Demonstrate dependability through good attendance and adherence to timelines and schedules. Good follow-through on projects. Good analytical skills. Good problem-solving skills. Demonstrate resourcefulness and ability to take initiative in development and completion of projects. Strong sense of community service Excellent computer skills. Proficient in Word, Excel, and related office equipment Able and willing to continue professional development Ability to multi-task Bilingual ability in English/Spanish is strongly preferred.

Join a Dynamic Real Estate Development Team Our client, a leading real estate development firm, is seeking a highly organized and detail-oriented Construction Project Administrator to join their team. This is an excellent opportunity for someone with a strong administrative background, financial acumen, and experience in the construction industry. Job Description: As a Construction Project Administrator, you will play a vital role in supporting project managers, contractors, developers, and the accounting team to ensure the smooth operation of ongoing construction projects. You will be responsible for managing financial documentation, tracking expenses, coordinating with contractors, and providing general office support. Key Responsibilities: Disbursements & Documentation: Ensure timely and accurate disbursement of funds, and track project-related expenses (both incoming and outgoing). AIA Documentation: Work with the bank to complete AIA forms and ensure proper documentation of change orders. Contractor & Developer Interaction: Communicate regularly with contractors and developers to obtain invoices, resolve issues, and process documentation. Project Budgeting & Financial Tracking: Maintain and modify project budgets, ensuring compliance with financial guidelines and tracking project spending. Use Excel to manage and analyze budget data (pivot tables, VLOOKUPs). QuickBooks: Assist in data entry for QuickBooks, working closely with the bookkeeper to ensure accurate project financial records. Expense Reconciliation: Identify and track non-bank-covered project costs and determine appropriate payment sources in collaboration with the bookkeeper. General Office Support: Provide administrative assistance as needed, including copying, scanning, filing, and maintaining company records. Communication & Coordination: Serve as a liaison between project managers, contractors, and financial institutions to ensure smooth project operations. Qualifications: Experience in construction administration or a related field. Strong knowledge of construction financial documentation, including AIA forms and change orders. Proficiency in Excel (pivot tables, VLOOKUPs) for budget tracking and data management. Experience with QuickBooks and basic accounting principles. Strong communication and organizational skills. Ability to multitask and work effectively in a fast-paced environment. Detail-oriented with a focus on accuracy and deadlines. The ideal candidate will be looking for part-time work, although full-time may be considered.

Immediate start only. This is a 4-month minimum internship with a monthly stipend of $2,000. A full-time job will be offered to an intern who proves themselves. The in-house head of construction will conduct a one-week training program, after which the intern will be assigned to assist a senior project manager on their projects. This position will give you the opportunity to familiarize yourself with different facets of the project's construction phases and participate in the business's day-to-day operations. We encourage you to apply if you are actively looking to grow in the construction industry and gain valuable experience in project management. You'll be working with a dynamic group of industry-leading professionals with a wide array of knowledge in the construction and design field. This internship offers an excellent opportunity to gain hands-on experience in the construction industry, particularly in renovation projects. Job Description: Assist in managing and leading renovation projects from start to end, including preparing proposals/drawings, executing material takeoffs, and preparing cost estimates. Daily site visits in various projects. Support ongoing communication with clients during the project. Aid in file management, submittals, RFI's, and change orders. Help with the procurement and logging of samples. Track relevant vendors and their pricing. Participate in daily/weekly project management meetings. Qualifications: Currently pursuing an undergraduate or graduate degree in construction management, engineering, architecture, or another related field from an accredited program. Strong interest in construction, engineering, or architecture. Proficiency with Microsoft Office Suite; familiarity with AutoCAD and Revit is a plus. Superior written and oral communication skills. Ability to work effectively in a fast-paced environment. Ability to quickly learn new and unfamiliar concepts and tasks. Work effectively and cohesively in a team environment and is a team player.

Top-rated law firm, HarrisLaw, managed by a Florida Bar board certified immigration lawyer based in Downtown Miami, Florida, is seeking an experienced Office Administrative Assistant on a full-time basis. This position requires In-Person work; No remote options available. About Us: Our firm's legal services involve representation of companies seeking to raise EB-5 foreign capital; investors seeking to invest for a green card; businesses seeking to transfer employees to the U.S.; as well as other entrepreneurs, artists, investors, and more. We are looking for a dynamic individual who is open to new ideas, takes initiative in assignments, and is a team player. Responsibilities: Technology Competence: Understanding and competent use of technology in applications such as QuickBooks Online, Acrobat, Outlook, Word, Excel, Teams, and more. Ability to use AI, such as ChatGPT. Billing Software: Ability to prepare invoices and statements using QuickBooks Online and law firm case management systems. Customer Support: Be ready and able to communicate with clients about onboarding their files into immigration case management systems. Innovation and Initiative: Openness to new ideas, self-starter attitude, and taking initiative in assignments. Team Collaboration: Working effectively as part of a team to achieve common goals. Requirements: Educational Qualifications: Two years college or Associate's Degree. Language Skills: Fluency (write & speak) in Spanish preferred. Must be able to write and speak English. Typing Skills: Touch typing experience required. (This means typing without looking.) Test for typing speed will be administered. Test yourself here: *************************** and tell us your score. Experience: One to two years of experience working in a law office as an Administrative or Billing Assistant. Compensation and Benefits: Salary is commensurate based on experience. PTO, OT, double OT, benefits, and quarterly/annual bonus available. Application Process: During the interview, we will discuss salary, benefits, and more.

We are looking for a sales support specialist to be responsible for supporting sales staff by providing administrative, clerical, and customer support. Responsibilities Aid sales reps with finding the right product and accessories for customers Provide sales reps with the cost of goods, freight charges and availability of goods Negotiate best prices and freight from vendor, distributor and manufacturer on every deal Confirm margins, the selling of appropriate products and accessories, form of payment, ship to information, requested delivery date(s), etc... on every order Process orders by purchasing product from vendors, arranging shipment to end user, and invoicing the end user Communicate with clients about order status, tracking information, availability and payment Work closely with other departments such as accounting to ensure all purchase orders are inputted for payment processing Requirements A bachelor's degree or vocational qualification in office, computing or administrative skills 2+ years of experience in sales or sales support High proficiency in Salesforce Excellent written and verbal skills Bilingual a must - English and Spanish

WHAT ARE WE LOOKING FOR? We are looking for an office administrative assistant / personal assistant to the company's CEO. Duties will include the following: Running personal & office errands and completing personal shopping and gifting, as well as, high volume shipping Overseeing packaging and shipping of personal shopping items, including coordination and communication with the client and shipping company Booking and arranging travel, transport, and accommodation Providing administrative support to corporate office and CEO Assisting the Chief of Staff in overseeing the completion of house maintenance and other projects as they arise; communicate with contractors, vendors, etc.; Scheduling personal, medical, business and other appointments; Assisting with simple IT issues (phone settings, computer functions, etc.); Assist with property/villa rentals for our clients, including light property management, overseeing of house staff, and prepping homes for client arrivals; Additional general administrative duties for the corporate office, as well as, Personal Assistant duties upon request with a constant need for overriding flexibility and desire to exceed all expectations. YOU MUST Possess an understanding of high sense of urgency tasks and pay close attention to detail Be able to work in a high-stress environment and work quickly and efficiently through assigned tasks Have excellent organizational and problem-solving skills, with an "above and beyond" attitude Have good written and spoken communication skills with the ability to work in an extremely fast-paced/multitasking environment Set high standards for yourself and your work Be self-motivated, proactive, and have an ability to think and work independently while managing multiple tasks Be detail-oriented with meticulous organization, task management, and communication skills Able to remain calm under pressure during hectic and stressful times Own a car and be willing to run errands and coordinate tasks around town Enjoy being around dogs and be able to assist with CEO's dog as needed (very pet-friendly environment) WHO ARE YOU? Background in Travel or Hospitality strongly preferred! A true go-getter and "make it happen" kind of person Think fast on your feet; able to multi-task under pressure Proficient in both Mac and PC systems and programs including Microsoft Office Suite Utmost discretion in all aspects of the job where integrity, accountability, and loyalty are paramount Willingness to work long hours, overtime as needed and accessibility on weekends and evenings as needed Real Estate License a plus! Job Type: Part-time or Full-time Salary: $21-$25 per hour, based on experience Job Location: Miami Beach, FL 33139/Remote during Covid-19 Job Types: Full-time, Part-time

Administrative Assistant/Customer Service On-site Miami, FL we're on the lookout for a dynamic and motivated individual to fill the pivotal role of Administrative Assistant. This role is not just about paperwork and phone calls, it's about being a crucial support to our client insurance sales team. Your efforts will directly contribute to our ability to acquire and retain clients and ensure smooth operations within the insurance agency. The ideal candidate will possess excellent bilingual communication skills, attention to detail, and a strong customer service orientation. Job Description ● Sales Support: Requote and rewrite existing clients' current insurance policies to maintain the most competitive products and rates. ● Client Support: Provide assistance to clients by answering inquiries, explaining insurance policies, and assisting with policy adjustments or change by phone calls. ● Policy Management: Handle policy renewals, cancellations, and endorsements, ensuring accuracy and compliance with company policies and regulations. ● Documentation: Prepare and organize documentation related to insurance policies and client communications. ● Administrative Tasks: Responsible for managing daily office operations, including scheduling appointments, handling correspondence, maintaining records, and supporting various departments with administrative duties. ● Customer Relations: Build and maintain strong relationships with clients by providing exceptional customer service and promptly addressing any concerns or issues. ● Team Collaboration: Work closely with other insurance agency members to achieve sales targets, resolve challenges, and improve processes. Required Skills ● Excellent verbal and written communication skills. ● Strong organizational and administrative skills and attention to detail. ● Customer-focused mindset with a dedication to providing exceptional service. ● Patient problem-solving Customer service skills. ● Computer proficiency with applications such as MS Office. ● Ability to multitask and prioritize tasks effectively. ● Ability to work well with others. ● Self-motivated and focus. ● Flexible and open to change. Requirements ● Education: High school diploma or equivalent. Additional certification in insurance or related fields is a plus. ● Experience: Prior experience in insurance sales, customer service, or administrative roles preferred. ● Knowledge: Familiarity with insurance products, terminology, and industry regulations are beneficial. ● Team Player: Ability to work collaboratively in a fast-paced environment and contribute to the success of the team. ● Adaptability: Willingness to learn and adapt to procedures, products, or regulations changes. ● Ethics: Commitment to maintaining confidentiality, integrity, and ethical conduct in all interactions and transactions. ● Bilingual - English / Spanish ● 440 or 220 License: While not mandatory, possessing either of these licenses is preferred. Benefits ● Competitive hourly pay based on experience. ● Full-Time Monday - Friday ● A positive work environment with supportive team members and management ● Opportunities for career advancement and professional development within the company. ● In-Person Office Sales Support ● Paid Training ● Paid time off

We are seeking a professional, detail-oriented Secretary to join our team. The ideal candidate will possess strong organizational and communication skills, a proactive mindset, and the ability to work efficiently in a dynamic environment. Salary: $35,000 annually to 40,000 annually Minimum Requirements: Education: High School Diploma or GED. Communication Skills: Exceptional written and verbal communication for correspondence, report preparation, and interactions with clients or staff. Organizational Skills: Strong ability to prioritize tasks, maintain schedules, and manage files effectively. Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Attention to Detail: Accuracy in documentation, data entry, and task completion. Professionalism: A strong sense of confidentiality, discretion, and etiquette. Problem-Solving Ability: Proactive approach to challenges and solution implementation. Adaptability: Ability to handle change and thrive in a fast-paced environment. Preferred Skills and Experience: Language Skills: Bilingual (English and Spanish preferred). Notary Certification: Recommended but not required. Permitting Experience: Familiarity with submitting permitting documents. Key Responsibilities: Handle inbound and outbound calls to clients and vendors. Greet visitors and clients professionally upon arrival. Create and manage Excel and Word documents. Assist in maintaining the flowchart for all production services. Perform impeccable follow-ups on assigned tasks. Ensure task completion with minimal supervision. Maintain excellent organization skills to manage multiple priorities effectively.

Administrative Assistant Office: General Secretariat Reports to: Manager General Secretariat Office Supports: Senior Leadership Team Concacaf Headquarters, Miami COMPANY INFORMATION: We are The Confederation of North, Central America and Caribbean Association Football, one of six continental confederations of FIFA. Concacaf serves as the governing body of football in this part of the world. It is composed of 41 national associations united by the passion for football, from Canada in the north to Guyana, Suriname and French Guiana in the south. Concacaf is committed to develop, promote, and manage football throughout the region. POSITION PURPOSE: The Administrative Assistant is responsible for providing administrative support to ensure efficient operation of the General Secretariat and senior leaders' offices. This role supports senior leaders to help them stay organized and complete tasks that allow them to focus on more advanced responsibilities, it includes organizing meetings for executives, greeting office visitors, travel arrangements, and composing documents as directed. ESSENTIAL FUNCTIONS: Provide support in the coordination of calendars/agendas and schedules as assigned by management, ensuring all parties are informed of and kept abreast of schedule awareness. Composes, types, and distributes professional correspondence and memoranda, E-mails, and faxes, as assigned. Completes expense reports for the General Secretary and Chief Officers. Exercises considerable judgment and discretion in handling requests for appointments and telephone calls. Proactively establishes, and maintains a highly organized filing system, files correspondence and other records. Coordinates meetings including but not limited to preparing and distributing agendas and other meeting materials, reserving, and preparing facilities, and recording and transcribing meeting minutes. Meets and greets visitors. Orders and maintains supplies, and coordinates equipment maintenance. Performs general clerical duties including but not limited to filing, photocopying, faxing, and mailing. Demonstrates a high level of professionalism in dealing with confidential and sensitive issues. Assists with special projects as assigned. Performs other related duties as assigned by management. SPECIFIC JOB KNOWLEDGE, SKILL AND ABILITY: The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that s/he can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities. Associate degree or equivalent + 3 years of relevant experience in related positions supporting executive management. Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) is required. Excellent oral and written communication and interpersonal skills. The ideal candidate is bilingual (English/French or Spanish) Sense of urgency, able to identify and articulate issues, offer solutions, and follow through to resolution. Good judgment with the ability to make timely and sound decisions. High level of integrity and discretion in handling confidential information is critical and professionalism in dealing with others both inside and outside of the confederation is a must. Flexibility, and a willingness to work within constantly changing priorities with enthusiasm and able to operate in a fast-paced environment. Strong organizational, problem-solving, and analytical skills. Ability to manage priorities and workflow. Acute attention to detail and commitment to excellence and high standards. Candidate must have the flexibility to travel nationally and internationally for the performance of his/her duties. Approximate travel requirement: 5% Due to the cyclical nature of the sports and entertainment industry, the employee may be required to work varying schedules including game nights to reflect the business needs of the company. This job description in no way implies that the duties listed here are the only ones the employee can be required to perform. The employee is expected to perform other tasks, duties and training as dictated by their supervisor. Concacaf provides comprehensive benefits offerings to all full-time employees. Our benefits are competitive according to market. Concacaf is an equal opportunity employer and we welcome applications from all backgrounds regardless of race, color, religion, sex, ancestry, age, marital status, sexual orientation, gender identity, disability or any other classification protected by law. If you are interested in applying for this position, please send an updated CV to ***************** All applicants must be legally authorized to work in the United States and will be required to submit proof of such eligibility.

The Administrative Assistant to the CEO provides high-level administrative support, ensuring the CEO's time and tasks are efficiently managed. This role requires exceptional organizational skills, discretion, and professionalism. Additionally, the role incorporates light office management duties to maintain a smooth and efficient office environment. Job Responsibilities/Essential Functions: Executive Support: Calendar Management: Organize and manage the CEO's calendar, scheduling meetings, appointments, and travel arrangements. Proactively resolve scheduling conflicts and prioritize tasks effectively. Communication: Handle correspondence on behalf of the CEO, including emails, calls, and meeting follow-ups. Draft and proofread reports, presentations, and other documents. Meeting Preparation: Prepare agendas, briefing materials, and presentations for meetings. Take detailed minutes and follow up on action items as needed. Travel Coordination: Arrange domestic and international travel itineraries, including accommodations and transportation. Ensure all travel-related documents are organized and up to date. Preparation of expense reports, ect… Office Operations: Oversee office supplies inventory, procurement, and vendor relationships. Ensure common areas are clean, organized, and fully stocked. Event Coordination: Assist with planning and organizing company meetings, events, and celebrations. Liaise with vendors and service providers to ensure smooth execution. Education/Experience: Bachelor's degree preferred, or equivalent work experience in related field Experience: 3+ years of experience as an Executive Assistant or Administrative Assistant supporting a CEO. Skills: Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Exceptional organizational and multitasking abilities. Strong communication and interpersonal skills. Discretion and confidentiality in handling sensitive information. Proactive problem-solving and time-management skills. Preferred Qualifications: Prior experience in office management or operations is a plus. Administrative certifications (CAP - Certified Administrative Professional) Competencies: 1. Communication: The ability to clearly convey ideas and information, whether verbally or in writing, while also actively listening and engaging with others. 2. Organization: The capacity to manage tasks, priorities, and resources efficiently to achieve goals and maintain order. 3. Attention to Detail: The skill of noticing and addressing small yet critical elements to ensure accuracy, quality, and thoroughness.

As an Administrative Assistant, you'll be responsible for providing a wide variety of administrative and staff support services. Performs office work directly related to property management and the general business operations of the association; May assist with employee payroll, budget preparation, control of records and reports regarding operations, personnel changes, etc., and emergency service duties. Your Responsibilities: Coordinates collection and preparation of operating reports, such as time-and-attendance records, terminations, and new hires. Ensures that the telephone is answered properly, and messages are handled courteously, accurately and in a timely manner. Initiates preparation of Management Reports, committee reports, meeting notices as applicable and submit for Manager's review and approval. Maintains, updates, and coordinates resident information in computer database at a minimum monthly. Generates and provides this information to the Property Manager, Board of Directors, and valet desk. Keeps track of insurance certificate requests. Maintains insurance records books for both vendors and unit owners. Maintains supply closet. Requests all office supplies and equipment, following established purchasing procedures. Opens and distributes mail, prepares accounts payable invoices with work orders and receiving tickets. Stamps and code invoices for P.M. to code and approve. Sets up meetings for Board Approval process. Keeps packages updated with new memos and policies as required. Prepares any resident information packages that require Board approval, (i., e., Architectural Modification). Coordinates receipt of closing statement or warranty deed to put in the file and send to corporate A/R to change name and address for maintenance coupons. Maintains inventory of common areas keys, transmitters and key fobs for residents and re-order as needed following established procedures. Maintains log for sales and cash purchases as needed. Follows safety procedures and maintains a safe work environment. Other duties as required. Skills & Qualifications: Associates degree with concentration in business preferred, or equivalent combination of education and experience. Three (3) to Five (5) plus years of related work experience. Computer literacy: Intermediate proficiency in Microsoft Windows software. Must possess strong administrative background. Strong working knowledge of customer service principles and practices. Excellent interpersonal, office management and communications skills. Self-starter with excellent communication, interpersonal and customer service and telephone skills. Physical Requirements: Physical demands include the ability to lift up to 50 lbs. Standing, sitting, walking and occasional climbing. Required to work at a personal computer for extended periods of time. Talking on the phone for extended periods of time. Ability to detect auditory and/or visual emergency alarms. Ability to work extended/flexible hours, weekend, and attend Board meetings as required. Driving when necessary. Additional Information Schedule: Monday-Friday 8:00am - 4:30pm What We Offer: As a full-time exempt associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, and vision. In addition, you will be eligible for time off benefits, paid holidays, and a 401k with company match. Occasional travel may be required to attend training and other company functions. Compensation: $19 -$23 per hour Disclaimer: The above information in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time.

Provide the Vice President of Tenant Project Management and Project Managers a broad range of clerical, administrative and project team support services. ESSENTIAL DUTIES AND RESPONSIBILITIES: Proactive in maintaining workflow with TPM team. Update and follow-up on delegated tasks to ensure timely completion. Take initiative in manager's absence. Duties may include fielding telephone calls, receiving and directing visitors, word processing, filing, copying and faxing. Review, prioritize and direct incoming correspondence to appropriate team members. Accurately maintain TPM projects and Development site on SharePoint. Process expenses and reimbursements. Handle administrative details for team projects and managers. Coordinate the production of information packages, proposals, and RFP responses as requested. Audit job costs reports to maintain accuracy. Manage permit process throughout project lifecycle, including: Submitting all required documents to the City and County. Regularly communicate permitting updates with Project Manager. Interact with City officials regarding permitting questions and issues. Coordinate contracts and project budget monitoring. Process closeout packages with appropriate construction company. Facilitate TPM Meetings. Manage billing report in Microsoft Excel and work with Accounting to create progress billing invoices. Assist with the coordination of all team members (Architecture, Construction, Leasing/Marketing, Property Management and Asset Management) to ensure timely delivery of projects. Review, code, route and track all invoices (including project-related invoices, reimbursables, and TPM fee invoices) and check requests for project manager approval. Maintain TPM Project list on SharePoint. Create project numbers as needed. Maintain office supply inventories. Submit work orders or IT tickets as needed for maintenance of office and work machines. QUALIFICATIONS: This position calls for flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as outside clients and professionals. The ability to quickly learn new software, internet research abilities, and strong verbal and written communication skills are required. Certified Notary (certification can be achieved once hired.) EDUCATION and EXPERIENCE: Completion of high school education or its equivalent is required. Associates Degree preferred. Minimum offive years' experience in a high level administrative role. COMPUTER SKILLS: Must possess a good working knowledge of computer/keyboard skills including Microsoft Office Suite (i.e. Outlook, Word, and Excel). PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Administrative assistants support the efficient running of an office by performing a variety of clerical and administrative tasks. These tasks can include: Front desk: Greeting visitors, answering phones, and managing mail and packages Calendar management: Scheduling meetings and appointments Communication: Responding to emails, drafting and editing documents, and preparing meeting agendas Filing: Maintaining physical and digital filing systems, and keeping track of inventory Office supplies: Ordering and overseeing office supplies and food deliveries Equipment: Operating and maintaining office equipment, such as printers, copiers, and fax machines Database management: Inputting and updating information in databases and spreadsheets

At BrandStar, we believe in creating meaningful connections between brands and their audiences. We are a dynamic, forward-thinking organization with a passion for innovation and excellence. To assist in our growth trajectory, we are looking for a talented Senior Project Coordinator to join our team to assist in driving corporate operations and branding initiatives. Position Summary: The Senior Project Coordinator will play a critical role in the planning, coordination, and execution of various corporate projects and initiatives. Specific responsibilities include: Partner with the Director of Operations to lead the planning, coordination, and execution of various projects and initiatives, ensuring alignment with organizational objectives and strategic goals. Collaborate with project stakeholders to gather requirements, define project scope, and establish project timelines and milestones. Develop project plans, track progress, and monitor project deliverables to ensure timely completion. Identify and mitigate project risks. Prepare project status reports for internal stakeholders, providing updates on project progress, key milestones, and metrics. Collaborate with cross-functional teams to facilitate communication, streamline workflows, and drive alignment on project objectives and priorities. Coordinate meetings, prepare meeting agendas, and document meeting minutes to ensure clear communication and alignment among project team members. Update existing processes and procedures and assist with development of new ones. Participate in organizing and coordinating all company events, including holidays, anniversaries, team building activities, employee engagement initiatives, university partnership events, and All Hands meetings, ensuring that events are executed smoothly. Provide back up for front desk receptionist on rotation, as needed. Required Skills & Experience include: Bachelor's degree in Business Administration with a concentration in Project Management or related field. Strong organizational skills with the ability to prioritize tasks and manage multiple projects simultaneously. Excellent communication and interpersonal skills, with the ability to effectively collaborate with diverse teams and stakeholders. Detail-oriented with a focus on delivering high-quality work and ensuring accuracy in project documentation and reporting. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and project management tools/software. PMP Certification a plus. Who is BrandStar? BrandStar is a fully and vertically integrated television production and marketing agency. We offer everything you would find at a full-service advertising firm, but with a twist. Our focus is on positively impacting people. Fueled by the collective passion of entrepreneurs, creatives, technologists, and thinkers, we pride ourselves in being Marketing Matchmakers-connecting PEOPLE with BRANDS to do LIFE better. For more information on us, please visit our website ****************** To view our TV shows visit, *****************

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

Our client is looking for an Administrative Assistant with excellent attention to detail and a positive attitude to join their team in Deerfield Beach, FL. Candidates should be able to assist management and all visitors to the company by handling office tasks, providing polite and professional assistance via phone, mail, and e-mail, and generally being a helpful and positive presence in the workplace. Current daily tasks may include assisting operations and quality department with heavy data entry, scanning, filing, and generating reports to help streamline operations. Other departments may require a variety of administrative support. To be successful as an administrative assistant, candidates must be comfortable and highly proficient with computers especially Excel and Word. Most importantly, administrative assistants should have a genuine desire to meet the needs of others and willingness to continue to learn and grow. Responsibilities: · Handling office tasks, such as scanning, filing, generating reports · Screening phone calls and routing callers to the appropriate party. · Greet and assist visitors. · Maintain polite and professional communication via phone, e-mail, and mail · Anticipate the needs of others in order to ensure their seamless and positive experience. Requirements: · Bachelors Degree preferred. · Excellent computer skills, especially typing. · Attention to detail. · Desire to be proactive and create a positive experience for others. If you are interested in the position mentioned, please apply above or email your resume (in Word) or apply online at www.ultimatestaffing.com All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.

Jade Fiducial is seeking a skilled part-time Office Coordinator to undertake a variety of day-to-day office and clerical tasks for its Miami branch counting 40 staff members. You will be an integral part in ensuring that our office operations run smoothly and are successful in supporting other business activities. An excellent office coordinator is, above all, an organized, proactive and multitasker professional with phenomenal communication and interpersonal skills. You will be comfortable dealing with people and able to carry out administrative duties with accuracy and speed. Main Responsibilities: Oversee the daily operations of the office, including managing supplies, coordinating maintenance, and ensuring a clean and organized work environment. Prepare and issue invoices to clients accurately and timely, ensuring compliance with company policies. Help manage the firm's collections process, ensuring timely payments and minimal overdue accounts. Providing administrative support, including but not limited to tax notices, Florida clients corp renewals, managing leads request, conduct reports, run Excel macros, data accuracy verification. Maintain and organize confidential client files, financial documents, and other important paperwork. Assist in onboarding new employees, coordinate team events, and facilitate internal communications. Handle basic IT support and troubleshoot office equipment issues. Coordinate with external IT providers when necessary Manage the inventory and procurement of food and snacks for the team. Ensure that refreshments are readily available and coordinate catering or deliveries for busy periods. Desired Skills/Experience/Attributes 2+ years experience in office administration or coordination Excellent writing and verbal communication skills Proficiency in Microsoft Office Suite with advanced Excel knowledge At ease with digital tools Strong organizational and multitasking abilities Ability to handle sensitive information with discretion French proficiency is required Proven track record of solving practical problems and proactive attitude Customer service, sales and/or hospitality experience is a plus The ideal candidate for this position: Has a positive attitude and an unrivaled ability to work with peers, staff, and senior management collaboratively in a team-oriented environment. Has outstanding interpersonal skills Has exceptional organizational and time management skills. Possesses a high level of integrity and respects quality assurance requirements. Has a history of building relationships with clients and colleagues. Is committed to fostering and maintaining a service culture.

Job Title: Office Coordinator (Scheduling, Accountability, Billing & Bookkeeping) Job Type: Full-Time- Weekend Work in required. Compensation Package: ● Base Pay Plus ability to earn performance bonus (after training and probationary 90 days period). Based on performance, PTO and other incentives might be available after said probationary period. Schedule: ● 8 hour shift Work Location: In person Job Overview Are you a motivated, highly organized, reliable and proactive individual who enjoys nature and has a desire to make a positive impact on people's lives? Living Sculpture Sanctuary is seeking a highly organized and proactive Event Venue Office Coordinator to join our team at a beautiful garden event venue in Davie, Florida. This position will be responsible for handling team scheduling for events, team scheduling for day and event shifts, inventory review and office tasks, conducting accountability meetings with area managers and cyber team, and managing basic billing and bookkeeping duties. The ideal candidate will be detail-oriented, an excellent communicator, and have a strong background in administrative and human resource tasks. About Us: At Living Sculpture Sanctuary, we create unforgettable experiences for weddings, corporate events, sweet sixteens, and celebrations of life, set in a breathtaking natural environment surrounded by ancient oaks and waterfalls. Our mission is to host and create transformational events in harmony with nature and connect our clients and guests with the beauty of bonsai, desert roses, tropical plants, and wellness offerings, bringing peace and harmony to the body, mind, and soul through immersion in Mother Nature. What You'll Do: Key Responsibilities Scheduling & Team Coordination: Create, Maintain and Manage team and Grounds schedules, experiences and events scheduling collaborating with the area managers and remote team.. Create, Maintain and Manage team and Grounds accountabilities, pending matters and responsibilities for timely and efficient completion of projects for both Sanctuary Team and Cyber team. Lead and Facilitate - Good Energy Circles - a 15 min. All Team meeting from 9:00-9:15 am from Wednesday to Sunday. Coordinate and supervise with All Team the venue is prepared for each event, including arranging necessary equipment, staffing, supplies and signature experiences. Communicate and implement event needs, SOP, timelines and other areas of improvement to Director. Handle any last-minute changes or special requests from team members following guidelines and employment handbook rules. Lead and facilitate weekly meetings with managers, and All Team lunch meeting every Friday keeping accurate track of topics, assignments, and completion of same. Lead and Facilitate Accountability Meetings: Conduct weekly regular and planned accountability meetings with team members, area managers, and cyber team, ensuring everyone is on track with their tasks and responsibilities. Set and track goals for the team to ensure smooth event execution, and constant growth. Ensure all event-related paperwork and documentation is completed in a timely and accurate manner, utilizing the CRM system and cyber team. Ensure the Sales Team meets their quotas and performs at a high level, properly answering, following up on, and processing incoming leads and prospects. Ensure the Grounds Team meets their accountabilities and responsibilities on time and submits their inventory. Ensure Remote Team is meeting their accountabilities and responsibilities timely and efficiently and are submitting their EOD and Assigned tasks for review. Basic Billing & Bookkeeping: Receive and compile all invoices for the Sanctuary, ensuring accuracy and maintaining tracking of payments made. If needed, verify and approve contracts from the Sales Team with incentives or discounts before presenting them to prospective clients. Assist in the preparation of payroll numbers and Bonus information for Director. Manage petty cash and credit card use, Sales orders, based on inventory schedules, need to be tracked and processed accordingly. Review metrics and KPIs (Key Performance Indicators) for All Team members to review with Director. What We're Looking For: Qualifications Experience: Previous experience in office coordination, scheduling, human resources, or administrative support (preferred). Experience with basic bookkeeping or accounting tasks, including invoicing and financial record-keeping. Skills: Strong organizational skills with the ability to prioritize and manage multiple tasks. Proficient in Microsoft Office Suite (Word, Excel, Outlook) and event management software (preferred). Knowledge of accounting software (e.g., QuickBooks) is a plus. Strong verbal and written communication skills. Excellent attention to detail and problem-solving abilities. Attributes: Ability to work well under pressure and meet deadlines. Positive attitude with a customer-service mindset. Strong work ethic and self-motivated. Bilingual in English Spanish language is required. A self-starter with a love for plants, the outdoors, and animals. Hard worker, reliable and high-performance individual. A passion for making a difference in people's lives through memorable experiences. Confident and Professional Appearance. Reliable transportation. Weekend Work is Required, with flexibility for extended hours if needed. Excellent communication skills and the ability to connect professionally with diverse audiences. Compensation: Competitive salary based on experience. Performance Bonus after the 90 days probationary period with the possibility of Benefits in the future. How to Apply: Please submit your resume along with a cover letter detailing your relevant experience and interest in the role, and a 1 minute video expressing why you would like to join the Sanctuary Team. Why Join Us? Competitive salary with Performance Bonus. Comprehensive training and ongoing support in a nurturing environment. A vibrant team culture that celebrates success and encourages personal growth. Opportunities for advancement within a mission-driven organization. Working hours are 8:30 AM - 5:30 PM. Must be aligned with our core values: excellence, discipline, accountability, commitment, growth, health, alignment with goals, and resilience.

Join Our Team as a Drafting Assistant at Skylight Technologies! Type: Full-Time About Us: Skylight Technologies is at the forefront of innovation in the Construction Industry, specializing in Low Voltage and Public Safety solutions through Design, Consulting, and Termination. We're looking for a motivated Drafting Assistant to join our dynamic team of professionals committed to excellence. Role Overview: As a Drafting Assistant, you'll support our engineering and design teams by creating permit sets, engineering drawings, and comprehensive documentation. Your work will ensure our projects are completed efficiently and to the highest standards. Key Responsibilities: Create preliminary design sketches and engineering drawings. Develop conduit schedules, design specifications, and material lists. Assemble documentation packages for permit sets. Ensure compliance with specifications, codes, and regulations. Assist in developing technical reports. Experience & Skills: Proficiency in AutoCAD and Bluebeam Revu. Strong multitasking and time management abilities. Exceptional attention to detail and accuracy. Excellent interpersonal skills for team collaboration. Bilingual (Spanish/English) preferred. Permit knowledge is a plus. Qualifications: Degree or certification in drafting, engineering, or construction preferred but not required. Previous experience in a similar role preferred but not required. Why Join Us? Competitive salary Opportunities for professional growth and development. Collaborative and supportive work environment. How to Apply: Interested candidates should submit their resume to ********************. For questions, contact us at ************. Join Skylight Technologies and be part of our team! #Hiring #DraftingAssistant #Construction #Engineering #SkylightTechnologies #MiamiJobs