Admin

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Our Client

Our client is the Latin American and Travel Retail office of a large European Luxury Goods group in Miami.

Objective

The Administrative/Office Assistant will act as an Executive Assistant for the top 3 executives of the office and as an Office Manager for both Travel Retail and Latin American divisions.

Ideal Profile

The ideal profile for this role is someone with a good professional maturity and a good previous administrative background. The position doesn’t lead to a Marketing nor a Sales position. Administrative candidates only.

Job Description

Executive Assistant
• Phone calls, sending and receiving faxes, printing and filing documents
• Scheduling and organizing business meetings and events.
• Planning travel tickets and hotels.
• Preparing travel expense reports.
• Preparing letters and power point documents and presentations (occasionally).
• Any ad-hoc business request.

Office

• Supervise Receptionist. Ensure all his/her responsibilities are fully completed
• Ensure the office is clean and organized.
• Order office supplies. Keep office closet and room clean and organized. Keep track of the expenses and budget.
• Order kitchen supplies. Ensure the kitchen, refrigerator, coffee machines and kitchenware are always clean and organized. Ensure supplies are available.
• Ensure bathrooms are equipped with all necessary supplies during the day
• Manage relationship with cleaning service ensuring the high expected standard is maintained.
• Ensure all office equipment is in good conditions and working properly: copiers, fax, postage machine, projectors, videoconference equipment, etc. manage all repairs, maintenance and scheduled service needs.
• Manage relationship with all suppliers: office, kitchen, copiers. Keep track of all contracts. Look for optimization and savings. Periodically quote services with other suppliers.

Administration

• Control travel expense reports. Reconcile AMEX and VISA statements with each employee expense report. Check back up for all expenses (credit cards and cash). Ensure the travel expense report is prepared according to the policies.
• Keep track of cell phone expenses and consumption, Prepare monthly reports. Periodically work with the supplier to ensure we are getting the best plan/rate for our needs. Order new cell phones: coordinate all replacements and updates in agreement with IS.
• Maintain leasing inventory and reports, indicating status of each lease, user, expiration date, cost, etc. Support IS and Finance in the process of receiving new leased equipment and returning old equipment.
• Filing/Storage: Assist the Finance Department in all filing needs: payments to suppliers and clients, expense reports, checks and transfers back ups. Keep track of all documents sent to Storage. Manage database of documents in Storage. Manage the process of sending new documents and destroying old ones.
• HR. Support the HR Area in the HQ with some local needs. Assist local employees with HR related information, act as a liaison between Miami office and HR in the Head Quarters.
• Keep track of time-off reports for vacation, sick days and personal days. Update and distribute monthly. File all absence requests.
• Assist the Finance Department in all other administrative-finance requests.

Requirements

• Smart and proactive. Team player. Results oriented. Flexible
• Must be able to anticipate needs and requests from Executives
• Detail orientated
• English and Spanish needed. French and Portuguese a plus
• Very good MS Excel knowledge
• Able to manage confidential information

Compensation

• $14 to $15 per hour in base salary

How To Apply

For more information about the job description and the company, please contact us below. Attach your resume and cover letter if we don’t already have it.

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