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Location : Coral Gables
Job Type : Direct Hire
Compensation : 40000.00 USD/YEAR
Hours : Full Time
Travel : No
Relocation : No
Job Industry : Engineering

Job Description :

Receptionist / Executive Assistant OfficeDuties


Open / CloseOffice

·       Turn lights on /off

·       Raise / Lowershutters


Field all office-­‐incoming calls

·       Answer phonecalls

·       Screen management’s calls

·       Field phone calls regarding new work/ proposals, gather info and transfer to VP or Sr. Project Mgr.  Follow-­‐up.

·       Set up conferencecalls


Answer the door and greet allvisitors

·       Sort and distribute mail, UPS, Fed Ex, Courier, Reprografia. Field all solicitation visits.



·       Make sure conference rom is set up for meetings

·       Provide refreshments as needed

·       Clean-­‐up after meetings


Calendar Management

·       Track public calendar daily. Make sure every person not in the office is in the public calendar.

·       Track and Maintain Misha’s Calendar and personal matters. Make and confirm his appointments, travel arrangements, airline miles, events, CPE & licenses,etc.


Arrange Courier and Deliveries

·       Call for Fedex / UPS to pick up packagesor drop offat nearby drop-­‐box



·       Maintain and order all office supplies. Keep inventory stocked. Distribute office supplies whendelivered.



·       MakeweeklydepositstoCitibankasneeded.Copychecksforclientphysicalfile. Scan check copy to P drive invoice file. Fileaway.



·       Follow up on past due invoices as provided by Office Manager. Contact clients personally with invoices over 60-­‐90 days as to payment status. Follow up as needed.  Provide additional copies of invoices and supporting detail asrequested.



·       Assistance with monthly billing. Print and stuff envelopes along with billingsheet. Mail out and/oremail.


 Facebook, Blog,LinkedIn


Copier contract management and servicecalls



·       Monday morning (and as needed throughout theweek)

·       Cakes forbirthdays

·       Assist with Friday happyhour


Office Holiday and Party Decorations / Assist in office party and eventplanning



·       Maintain employee and public office contact lists; add/delete entries asneeded.


Uniform orders


Expos and CareerFairs

·       Assist with orderingtchotchkes

·       Assist with booth setup and pre-­‐set up.  In-­‐office assembly & tear-­‐down to confirm  all items are in working order. Check that all items needed are packed for transport several days prior to shows. Ship all necessary items for out of town shows and arrange forreturn.



·       Make sure plants are wateredweekly

·       Replace Airwick plug-­‐insas needed

·       Make sure lobby always looksneat

Required Qualifications :
Bilingual : English - Spanish

Excellent Verbal and Writing communication skills

Minimum of 3 years as Admin Assistant  

Mac Knowledge 
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