Overview

The Receptionist / Administrative Assistant position at MBCC is responsible for representing the organization in a professional manner by properly answering, and routing incoming calls, taking messages, greeting visitors and assisting customers with information. Under direct supervision from the Director of Public Safety and Transportation, provides administrative support for the security and transportation functions of the Miami Beach Convention Center (MBCC) & City Center Campus (Pride Park, Collins Canal Park, Rum Room, and Venu). Duties may include issuance and maintenance of access cards and keys, supervision of security and/or clerical support staff, monitoring of alarm systems, preparation of clearance forms, and maintenance of security documents and other data in either hard copy or computerized formats.

This role will pay an hourly wage of $22.00 to $23.00.

For FT roles: Benefits: Health, Dental and Vision insurance, 401(k) savings plan, 401(k) matching, and paid time off (vacation days, sick days, and 12 holidays).

7/22/2024

Responsibilities

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Provides clerical support to the department, as appropriate to the position, including typing and data entry of contributions and billings; receives, records, etc.
• Operate multi-line telephone switchboard to answer, screen and forward calls, provide information regarding events, takes messages and schedules appointments.
• Greet persons entering establishment, determine nature and purpose of visit, and direct or escort them to specific destinations.
• Maintains database records and hardcopy files including those used to track safety and security data.
• Exercises tact and diplomacy in dealing with sensitive, complex, and confidential personnel issues and employee situations.
• Prepares clear and concise reports, correspondence, and other written materials.
• Schedule appointments and maintains up to date the appointment calendars.
• Coordinates the return of visitor badges.
• Collect, sort, distribute and prepare mail, messages, and courier deliveries.
• Processes visitor requests for access to the venue.
• Issue card key access and office keys to individuals as appropriate.
• Schedule security meetings, evaluations, training sessions.
• Prepares and maintains classified documents in either hard copy or computerized formats.
• Create purchase orders and submit them for payment.
• Collect, sort, distribute and prepare mail, messages and courier deliveries.
• Maintain front office in orderly condition.
• Performs miscellaneous job-related duties as assigned.

SUPERVISORY RESPONSABILITIES:

This job has no supervisory responsibilities.

Qualifications

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience:

• High school diploma or GED; at least 1 year of experience directly related to the duties and responsibilities specified.
• Completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year for year basis.

Skills and Abilities:

• Knowledge of relevant safety & security procedures and protocols.
• Records maintenance skills.
• Ability to conduct routinary administrative paperwork.
• Organizing and coordinating skills.
• Skill in the use of computerized spreadsheet, relational database, and word processing software.
• Ability to adhere to highest standards of professionalism, discretion, and confidentiality.
• Solid organizational skills: ability to prioritize multiple tasks; project management skills.
• Ability to represent oneself and the company in a professional manner.
• Versed in proper office/organizational/business etiquette.
• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
• Ability to work unsupervised and to function both independently and as a team.
• Excellent oral, written and interpersonal skills.
• Ability to speak fluently in both English and Spanish, preferred.
• Professional appearance.

Computer and Technology Skills:

• Demonstrated proficiency with Microsoft Office Suite (MS Word, MS Excel, MS PowerPoint and MS SharePoint and MS Outlook), internet and be familiar with a variety of office equipment.

Certificates, Licenses and Registrations:

• No certifications are required.

PHYSICAL DEMANDS:

These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the Administrative Assistant job. Reasonable accommodation can be made to enable people with disabilities to perform the described essential functions of the job. While performing the duties and responsibilities of the Administrative Assistant job, the employee is required to talk and hear. The employee is often required to sit and use their hands and fingers, to handle or feel. The employee is occasionally required to stand, walk, reach with arms and hands, climb or balance, and to stoop, kneel, crouch or crawl. Vision abilities required by this job include close vision. The employee is required to be mobile within the Convention Center & City Center Campus; and maneuver throughout the Convention Center & City Center Campus facility to attend meetings, briefings, and photo or video shoots. The employee must occasionally lift and/or move up to 25 pounds.

WORKING CONDITIONS:

While performing the duties and responsibilities of the Administrative Assistant, these work environment characteristics are representative of the environment the Administrative Assistant will encounter. Reasonable accommodations may be made to enable people with disabilities to perform the essential functions of the Administrative Assistant job. Incumbent works in an office setting with minimal adverse exposure to environmental hazards. The noise level in the work environment is usually quiet to moderate. Frequent computer use at a workstation. Frequent interaction with employees, clients, vendors, and the general public via email, telephone, delivery correspondence, and/or face-to-face. While maneuvering throughout facility and on the show floor, employees may be exposed to moving mechanical parts and equipment, such as forklifts and electric carts, as well as loud noises originating from the use of individual and multiple quantities of mechanical equipment. The employee is occasionally exposed to exhaust fumes and airborne particles.

DRESS CODE:

In order to project dignity and decorum expected by the public, appropriate dress and good grooming are expected of all employees.