Administrative Assistant

We are looking for an Administrative Assistant to support daily office operations and help deliver a responsive, detail-focused experience for tenants and visitors in Miami, Florida. This is a Long-term Contract position that requires strong organization, clear communication, and the ability to manage multiple administrative priorities in a fast-paced property management environment. The ideal candidate will oversee service request coordination, office support functions, and records administration while helping maintain smooth day-to-day operations.Responsibilities:• Serve as a primary point of contact for tenant inquiries, responding promptly or directing requests to the appropriate team for resolution.• Record incoming service issues, coordinate dispatch activity, and follow through on open items to support timely completion and tenant satisfaction.• Review general request documentation, confirm that vendor insurance records are complete and current, and maintain organized approval files by month.• Sort, stamp, and distribute incoming mail and fax communications, while also assisting with outgoing shipments, courier arrangements, and deliveries.• Manage conference room scheduling and help keep shared office spaces, storage areas, kitchen stations, and copy rooms orderly and ready for use.• Monitor inventory levels for office, kitchen, shipping, and printer supplies, placing routine orders to ensure materials remain available.• Maintain recurring administrative logs, including weekly pest control tracking and other operational records as required.• Prepare weekly accounts payable batches, enter related data, distribute payments, and keep financial support files accurate and up to date.• Review purchase order activity on a monthly basis and follow up on outstanding invoices to support timely processing.• Track tenant and vendor certificates of insurance, verify compliance requirements, and upload or maintain documentation in designated company platforms.