Administrative Assistant Job at Cherokee Enterprises, Inc. in Miami

POSITION SUMMARY

This position requires a responsible Administrative Assistant to perform a variety of administrative and clerical tasks. Duties of the Administrative Assistant include providing support to our managers and employees, assisting in daily office needs and our company’s general administrative activities. Progression will require an employee to demonstrate skills and knowledge of the position they currently hold.

ESSENTIAL FUNCTIONS

Reasonable Accommodations Statement

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Daily Duties

• Make coffee in the morning and throughout the day
• Answer phones and screen all calls. Pay special attention to the VIP list (ongoing)
• Update in/out board
• Check Fax and Scans folder on the server and distribute them appropriately
• Process outgoing mail, prepare packages, record postage, check funds, post mail
• Drop off FedEx packages on the way home at the FedEx drop box by 6 pm or by scheduling a pick-up
• Process incoming mail- get mail from the mailbox (in the morning on the way to office), open mail (with the exception of HR mail), stamp with the current date, and distribute

Project Management/Sr. PM Assistance

• Assist PMs/Sr. PMs
  • Book Flights and Hotels for Field Personnel and Management, including the BOD (major function)
  • Coordinate project-related activities (as needed)
  • Secure all Hotel folios to submit to accounting
  • Pay Hotel Invoices weekly
  • Be available to assist on weekends and after 5 pm
• Process credit card payments for project/overhead-related purchases by field staff and project managers (ongoing)
• Ensure P.O.s and Job number is provided before submitting the receipt to accounting

General Office Administration

• Purchase and track office and kitchen supplies
• Perform inventory check of Kitchen and Office supplies (monthly)
• Purchase and set up weekly Friday breakfast
• Organize purchased office supplies
• Maintain Conference Room Calendar
• Update employee contact information as needed
• File and maintain state business registrations (annually, and as required)
• Track all company professional licenses (as needed)
• Update CEI’s minority certifications (annually)
• Maintain CEI’s fleet registrations and track renewals (annually)
• Assign PIN and add/delete employees for gas card account for CEI vehicles (as needed)
• Order new Home Depot cards and delete terminated employees off the accounts (ongoing)
• Manage T-Mobile and Verizon business accounts (purchase and activation of cell phones for field personnel) (ongoing)
• Coordinate office maintenance (pest control, fire permit, AC) as required (ongoing)
• Maintain Certificates of Insurance (COIs) for annual audit and distribute COIs to clients as needed
• Organize and maintain the overall appearance of the office (ongoing)
• Process vehicle toll violation notices (ongoing)
• Perform miscellaneous admin tasks

Company Events

Participate in Events Committee to assist with planning, coordinating, and executing the following internal office events:

• Company Anniversary (annually)
• Holiday Party (annually)
• Christmas Potluck (annually)
• Plan Internal Celebrations and decorate (as needed)
  • Valentines Days
  • Patrick’s Day
  • Spring/Summer Season
  • Halloween
  • Christmas

POSITION QUALIFICATIONS

Competencies:

Requires strong computer and Internet research skills, 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 vendors. Sensitivity to confidential matters is required.

Education:

An Associate’s degree or higher

Experience:

At least 2 years proven experience in an office environment

Computer skills:

Minimum computer program skills required – Microsoft Suite- Word, Excel, Outlook, PowerPoint; and, Adobe Acrobat

Certifications/licenses:

            A valid Florida Driver’s license

PHYSICAL DEMANDS

• Occasional standing and walking
• Constant sitting
• Occasional lifting and carrying <20lbs
• Occasional pushing and pulling <25lbs

OTHER WORK REQUIREMENTS            

• High frequency of computer keyboarding
• High frequency of viewing a computer monitor

WORK ENVIRONMENT

Work is performed primarily in an office setting. The noise level in the work environment is usually quiet in office settings and moderate in other situations.                               

This job description is subject to change at any time.