Administrative Assistant

Job Description

GENERAL SUMMARY

Ultimate Staffing is seeking a detail-oriented and proactive Administrative Assistant to support various day-to-day administrative tasks for our client located in the Coral Gables area.

The ideal candidate must be organized, capable of multitasking, and proficient in handling multiple responsibilities including managing phone systems, processing invoices, issuing parking passes, ordering badges, coordinating food orders, and more.

This role requires someone who is customer-service driven and capable of anticipating needs to ensure smooth operations.

Please note this role is onsite and only local candidates will be considered.

Also, this is a part time role of 25-hr. with potential to convert to 40 hrs.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Phones : Manage inbound and outbound calls in a professional manner, providing information and directing calls as necessary.
• Invoices : Process and track invoices in a timely and accurate manner.
• Parking Passes for Students : Issue and manage parking passes for students, ensuring all documentation and processes are followed.
• Badges : Handle the distribution of employee and visitor badges.
• Food Orders : Coordinate and manage food orders for meetings, events, and day-to-day operations.
• Maintain and organize physical and electronic filing systems for documentation.
• Assist with general office duties such as ordering supplies and managing office equipment.
• Collaborate with other administrative team members to coordinate schedules and tasks.

TECHNICAL AND PEOPLE SKILLS REQUIRED

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).
• Strong organizational skills and the ability to prioritize tasks effectively.
• Excellent communication skills, both verbal and written.
• A high level of professionalism and customer service orientation.
• Ability to work both independently and in a team environment.
• Detail-oriented with a focus on accuracy and efficiency.

EDUCATION AND EXPERIENCE

• High school diploma or equivalent required; an associate's degree or relevant certification is a plus.
• Previous experience in administrative support roles preferred.
• Familiarity with office systems and procedures.

WORK ENVIRONMENT

Work is performed in a standard office setting, involving regular interaction with staff, and external parties.

This role is an excellent opportunity for someone looking to contribute to a dynamic and fast-paced environment. If you are a proactive and dedicated administrative professional, we encourage you to apply.

For immediate consideration, please forward your resume to Evelyn Melendez at

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status.

We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.

To the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.

To apply please email your resume to [email protected]