Florida Immigrant Coalition: Administrative Assistant

Florida Immigrant Coalition: Administrative AssistantMiami, FL, 33138$52000 - $57000 (Yearly)Spanish — Second Language PreferredFlorida Immigrant CoalitionOperationsNon-ProfitEntry LevelSend a resume and references to Applications will be accepted until the position is filled. FLIC is an equal opportunity employer and encourages applications from all qualified people, including women, people of color, persons with disabilities, and LGBTQ individuals.October 30, DescriptionDuties/ResponsibilitiesAssist Office Manager with office procedures and protocols, ensuring common areas are presentable, access control procedures are followed, and inventory levels are accurately maintained, including but not limited to:Answer and redirect office phone calls appropriately.Provide appropriate information to visitors, callers, and via emails as necessary.Receive, sort, and distribute daily mail/deliveries.Manage and update the general organizational calendar, meeting space calendar, and staff contact list.Source and evaluate multiple vendor quotes to facilitate cost-effective, high-quality, and prompt purchases cross departmentsAssist HR Manager with daily operations including but not limited to:Support recruitment activities such as contacting candidates and screening calls.Time off and work anniversary trackingTraining records and trackingPersonnel information reconciliation between platformsPPT Policy presentationsAssist the Accounting Manager with daily operations, including but not limited to:Recording and tagging expendituresCollecting and filing supporting documentationPhysical and digital filing of financial recordsOversee secure, accurate, and timely digital and physical filing for administrative filings as appropriate.Coordinates cross-department tasks as it relates to the administrative team.Coordinates with the administrative team for travel and logistics coordination and arrangements for convening needs.Proactively supports team members with tasks and meeting setup as it relates to the office.Education and Experience:High School Diploma preferred. Additional certification in administration is a plusAt least two years of previous work experience in an administrative roleCustomer Service sector experience is highly preferredEnglish required; bilingual proficiency in Spanish or Haitian Creole preferredRequired Skills/Abilities:Exceptional customer service and organizational skillsStrong ability to be resourceful and proactiveProficient time-management skills, with the ability to prioritize tasks and work independentlyHands-on experience with office equipment (e.g., fax machines and printers)Exceptional written and verbal communication skillsMicrosoft Office (Word, Excel, PowerPoint) and Google Workspace proficiencyPhysical Requirements:Prolonged periods sitting at a desk and working on a computerMust be able to lift at least 15 pounds