Office Administrator

Shopping Center Management d b a Turnberry Associates - Aventura, FL

Full-time - Entry Level

Aventura, FL

About the position

The Office Administrator at Turnberry Associates is responsible for ensuring the smooth operation of the office by managing various administrative tasks, coordinating office activities, and providing support to employees and visitors. This role requires excellent communication skills, strong problem-solving abilities, and the capacity to multitask effectively in a fast-paced environment.

Responsibilities

• Greet and assist visitors, clients, and employees in a professional and friendly manner.
• Serve as the point of contact for all office requests and inquiries including maintenance, housekeeping, mail, supplies, access, and errands.
• Create and control identification/cards and electronic devices (Fobs), authorizing or denying access to the executive office.
• Receive office management invoices from vendors, processing and submitting them to accounting in a timely manner.
• Place retrieval/pick up/destruction orders of office documents in storage sites.
• Create and track FedEx labels for outgoing packages, maintain inventory of supplies, and order as needed.
• Prepare, organize, and distribute correspondence (USPS), including postage placement and filling out forms.
• Maintain confidentiality of sensitive information and handle it with discretion.
• Oversee the maintenance and cleanliness of the office environment, liaising with service providers for repairs and maintenance.
• Collaborate with other departments to facilitate efficient operations and promote a positive work environment.
• Assist in organizing and setting up special events and holidays, including monthly birthday celebrations and holiday parties.
• Set up daily kitchen utensils and prepare coffee machinery.
• Purchase and organize goods for small and large kitchens and conference rooms.
• Organize conference rooms as requested by executives.
• Oversee a team of 3 employees including a Receptionist, Courier, and Housekeeper.
• Coordinate office pick-ups and deliveries.
• Organize office operations and procedures.
• Update office layout map monthly.
• Prepare offices for current and/or new hires.
• Partner with Human Resources to maintain and update office policies as necessary.
• Organize and distribute certificates and awards for seniority, achievements, training, and safety training for employees.
• Assist Benefits Department with Wellness Wednesday events.
• Communicate and coordinate with employees for employee photoshoots and seminars.
• Order floral arrangements for special events such as birthdays and anniversaries.
• Place catering orders for meetings hosted at various offices.
• Order business cards for new hires and reorder for current employees with approval.
• Assist with Turnberry Email communications within the executive company.
• Assist with the onboarding process for new employees, including setting up workstations and providing necessary equipment.

Requirements

• 2-4 year degree or comparable experience
• At least 3 years experience in an office environment
• Experience in a leadership role preferred
• Bilingual in Spanish preferred, but not required
• Working knowledge of Microsoft Office products including Excel and PowerPoint

Nice-to-haves

• Experience in social media management