Overview

The Engineering Administrative Assistant at the Miami Beach Convention Center plays a vital role in supporting the Venue Operations, Engineering, and Building Maintenance department. This position is responsible for managing key administrative processes, facilitating vendors and purchasing workflows, maintaining compliance documentation, and supporting preventive maintenance systems. The role reports directly to the Director of Venue Operations and ensures efficient coordination of facility operations, procurement, and departmental communications.

Key responsibilities include the management of the venue’s work order and preventive maintenance system (Corrigo) and purchase order system (Coupa), in addition to maintaining department records, coordinating safety and compliance training, and supporting capital projects.

This role pays an hourly rate of $23.00-$25.00

Benefits for Full-Time roles: Health, Dental and Vision Insurance, 401(k) Savings Plan, 401(k) matching, and Paid Time Off (vacation days, sick days, and 11 holidays)

This position will remain open until September 12, 2025.

Responsibilities

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Provides administrative support to the Director of Venue Operations.
• Maintains an orderly and professional office environment for the department.
• Prepares clear and concise reports, correspondence, and departmental documentation.
• Assists in the drafting, review, and distribution of the monthly management report.
• Sends out the Engineering Department schedule to all relevant departments in a timely manner.
• Manages Corrigo, the venue’s work order and preventive maintenance system, including issuing and tracking preventative and corrective maintenance work orders, labor hours, materials, and completions.
• Manages Coupa, the department’s purchase order (PO) system, including PO creation, tracking, and vendor coordination.
• Assists the Director with capital project documentation and transactions (requisitions, purchase orders, and invoice processing).
• Coordinates the department’s participation in the Public Surplus Program and maintains disposal records.
• Schedules and tracks OSHA training for the department and maintains related compliance documentation.
• Supports vendor selection processes, and the RFP process, evaluates vendor capabilities, and helps manage vendor files and timelines.
• Monitors contract expiration dates and provides advance notice to appropriate stakeholders for re-bid or renewal.
• Oversees procurement for department needs, including uniforms, equipment, and supplies.
• Ensures proper completion and filing of purchasing documentation, including requisitions and price history logs.
• Coordinates service visits with vendors and tracks performance and service delivery compliance.
• Coordinates and prepares agendas for department meetings and maintains action item logs.
• Assists with special projects and other duties as assigned.

SUPERVISORY RESPONSIBILITIES:

This position does not have supervisory responsibilities.

Qualifications

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

EDUCATION AND EXPERIENCE:

• High School diploma or equivalent required.
• Associate degree in Business Administration or related field preferred.
• Minimum of 2 years’ administrative experience required.
• At least 2 years of formal purchasing experience in a related field.
• Previous experience in operations or facilities environment preferred.
• Experience with preventive maintenance software highly preferred.

SKILLS AND ABILITIES:

• Strong organizational and time management skills with the ability to manage multiple priorities.
• Excellent oral, written, and interpersonal communication skills.
• Knowledge of office procedures, records management, and administrative systems.
• Ability to represent the department professionally in interactions with staff, clients, and vendors.
• Business acumen with an understanding of purchasing, budget tracking, and vendor coordination.
• Project coordination skills and attention to detail.
• Ability to work both independently and collaboratively in a team environment.
• Bilingual in English and Spanish preferred, but not required.
• Previous experience in working in a union environment preferred.

TECHNOLOGY SKILLS:

• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint).
• Experience with Corrigo or similar preventive maintenance systems (e.g., HOTSOS, UpKeep, FMX, eMaint).
• Experience with Coupa or similar procurement/purchasing systems (e.g., SAP Ariba, Oracle Procurement Cloud, Jaggaer, Basware, Tipalti).
• Comfortable with data entry, digital records management, and vendor tracking systems.

CERTIFICATES, LICENSES AND REGISTRATIONS:

No certifications required. OSHA certification or administrative management training preferred but not required.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job:
While performing the duties of this role, the employee is frequently required to sit, talk, hear, and use hands and fingers to operate a computer. Occasional standing, walking, climbing, and light lifting (up to 25 lbs.) may be required. The employee must be mobile within the Convention Center and capable of maneuvering throughout the venue to attend meetings or support engineering operations.

WORK SCHEDULE:

The work schedule of this position typically involves a 5-days work week Monday through Friday from      8:30AM to 5PM. However, schedule may fluctuate based upon the needs of the community, a project and/or events. Must have the ability to work some irregular hours which may include overtime due to business needs and may include days, evenings, weekends, and holidays. Overtime will be compensated according to applicable labor laws

WORKING CONDITIONS:

This position operates primarily in an office setting with exposure to a facility environment. The noise level is typically moderate but may increase when navigating the show floor or operations zones. While on the show floor, the employee may be exposed to moving mechanical equipment, exhaust fumes, and loud noises. Reasonable accommodation may be made to enable individuals with disabilities to perform essential job functions.

DRESS CODE:

Employees are expected to maintain a neat, business casual appearance that reflects the professional standards of the Convention Center. Attire should be appropriate for a dynamic, customer-facing environment and suitable for occasional work on the venue floor in support of operations.