Office Support Specialist

2 weeks ago

Coral Gables, Florida, United States MiaCucina Full time
Job Overview

We are seeking a diligent Office Support Specialist to become a vital part of our team. The primary role of the Office Support Specialist involves assisting our management and staff, facilitating daily office operations, and overseeing general administrative functions. The ideal candidate should possess outstanding verbal and written communication abilities and demonstrate strong organizational skills. Ultimately, a successful Office Support Specialist will contribute to the seamless and efficient functioning of our office environment.

Key Responsibilities

  • Manage incoming phone calls and direct them appropriately; take comprehensive messages as needed.
  • Maintain the sample area, keeping an accurate inventory log and updating it regularly.
  • Provide assistance to the management and various departments with their office requirements.
  • Coordinate office luncheons and events.
  • Support sales personnel during client meetings by offering refreshments, arranging samples, and preparing necessary documents.
  • Handle office errands, including food pickups for meetings and mailing tasks through various carriers.
  • Establish and maintain an organized filing system.
  • Oversee the management of incoming and outgoing mail.
  • Order and manage office supplies while maintaining inventory levels.
  • Offer general assistance to visitors and guests.
  • Prepare and distribute correspondence, memos, and forms.
  • Collect and remind employees to submit their timesheets for payroll processing.
  • Ensure office safety and maintenance by liaising with building management regarding any issues or safety information.
  • Manage holiday decorations and supplies.
  • Report expenses to accounting and maintain a log of administrative costs.

Required Skills

  • Demonstrated experience as an office administrator or administrative assistant.
  • Familiarity with office equipment, including printers and fax machines.
  • Proficient in Microsoft Office Suite.
  • Exceptional time management skills with the ability to prioritize tasks effectively.
  • Strong attention to detail and problem-solving capabilities.
  • Excellent written and verbal communication skills.
  • Robust organizational skills with the capacity to handle multiple tasks simultaneously.
  • A high school diploma is required; additional qualifications as an administrative assistant or receptionist are advantageous.

Qualifications

  • Fluency in English and Spanish is mandatory.
  • Proficiency in Microsoft Word and Excel is essential.
  • Technologically adept with a strong ability to learn new software.
  • Availability to work Monday through Friday from 9 AM to 6 PM is required.
  • Willingness to work on Saturdays is necessary.
  • Ability to work without a personal cell phone present is required.
  • Capacity to manage multiple tasks efficiently is essential.
  • Self-motivated and proactive approach is required.
  • Basic knowledge of high school level mathematics is necessary.
  • Experience in marketing is preferred.
  • Customer service training and experience are preferred.
  • Background in accounting is preferred.
  • An associate degree or higher is preferred.

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