Overview

The Public Safety & Transportation Administrative Assistant & Receptionist provides administrative support to the Public Safety & Transportation Department at the Miami Beach Convention Center and City Center Campus (including Collins Canal Park, Rum Room, and Venu). This role supports daily public safety and transportation operations by assisting with call routing, visitor processing, access requests, scheduling support, and routine clerical tasks. Under the direction of the Director of Public Safety & Transportation, the position also helps maintain accurate records, support compliance tracking, and ensure documentation and workflow processes are organized, timely, and aligned with operational needs.

This role pays an hourly rate of $22.00-$24.00

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 February 27, 2026.

Responsibilities

• Answer and route incoming calls, greet visitors, assist with inquiries, and maintain a professional front desk environment.
• Process visitor access requests, issue temporary passes, and log guest/vendor activity.
• Receive, sort, and distribute mail, deliveries, and messages.
• Assist with scheduling tasks including roster distribution, meeting coordination, calendar updates, and sign-in/sign-out tracking.
• Prepare and route correspondence, internal communications, notices, and follow-up reminders as directed by leadership.
• Organize and maintain departmental records including SOPs, post orders, incident logs, access documentation, inspection reports, and training files.
• Ensure proper document formatting, version control, filing accuracy, and accessibility in SharePoint or designated platforms.
• Perform accurate data entry for operational, transportation, safety, access, and compliance documentation.
• Assist with maintaining OSHA-required documentation including inspection records, injury/illness logs, training compliance records, near-miss reports, and corrective action tracking.
• Support the preparation of operational and safety reports, summaries, dashboards, and event-related documentation under supervisor direction.
• Provide administrative support during major events, drills, briefings, and inspections, including assembling materials, packets, and sign-in documentation.
• Assist with procurement and vendor coordination tasks including processing purchase orders, tracking invoices, updating vendor records, and collecting Certificates of Insurance.
• Coordinate routine communication with internal departments, external partners, and approved vendors as assigned.
• Maintain confidentiality and ensure sensitive records, communications, and compliance files are handled appropriately.
• Perform additional administrative or clerical duties as required to support operational readiness and departmental functions.

SUPERVISORY RESPONSABILITIES:

• This job has no supervisory responsibilities.

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 required.
• Two (2) years of administrative, operational support, or office coordination experience, preferably in public safety, security, venue operations, emergency management, transportation operations, or a compliance-driven environment.

Skills and Abilities:

• Knowledge of relevant safety, security, and transportation procedures and protocols.
• Strong organizational and administrative skills.
• Ability to prepare clear and concise reports, correspondence, and documentation.
• Skill in the use of computerized spreadsheets, databases, and word processing software.
• Ability to work effectively under pressure and meet multiple deadlines.
• Excellent communication and interpersonal skills.
• Ability to maintain confidentiality and demonstrate sound judgment in sensitive situations.
• Strong analytical and problem-solving abilities.
• Ability to represent oneself and the company in a professional manner.
• Versed in office and administrative procedures and business etiquette.
• Ability to work independently or collaboratively as part of a team.
• 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, MS SharePoint, and MS Outlook), internet, and familiarity with a variety of office equipment.
• Experience with safety reporting systems, access control, and incident management platforms preferred.

Certificates, Licenses and Registrations:

• Valid driver’s license required.

PHYSICAL DEMANDS:

These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the Public Safety & Transportation Administrative Assistant & Receptionist role. 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 Receptionist 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 & Campus; and maneuver throughout the Convention 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 Public Safety & Transportation Administrative Assistant & Receptionist, these work environment characteristics are representative of the environment the employee will encounter. Reasonable accommodations may be made to enable people with disabilities to perform the essential functions of the 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 the 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..

WORK SCHEDULE:
The work schedule of this position typically involves a 5-day work week Monday through Friday; however, this will fluctuate based upon the needs of the community, a project and/or events. All employees in this position are expected to work in person at the Miami Beach Convention Center. However, exceptions or modifications to this requirement may be considered and approved by senior leadership. Must have the ability to remain available 7 days per week, work long and irregular hours that may vary due to functions and may include days, evenings, weekends, and holidays.

DRESS CODE:
To reflect the professionalism and high standards expected by our guests, clients, and community, all employees, particularly those in leadership and guest-facing roles, are expected to maintain a polished, business-appropriate appearance. This includes neat, professional attire suited to the position and consistent grooming and hygiene. All team members should present themselves in a manner that reinforces their leadership role and upholds the image of the venue at all times.