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Beacon Hill Legal’s client a national law firm is seeking a Temporary-to-Hire Administrative Assistant to join their team in Coral Gables. The ideal candidate will create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication, and efficiency. This role requires someone who is proactive, highly organized, and thrives in a fast-paced legal office setting.
Key Responsibilities:
* Manage all incoming/outgoing mail and packages; open, sort, and distribute to staff promptly.
* Ensure general office cleanliness and coordinate necessary repairs.
* Maintain kitchen areas throughout the day: stock supplies, clean, run/load dishwasher, and maintain the refrigerator.
* Keep conference rooms clean and organized; manage scheduling and prioritize room bookings.
* Oversee and maintain office equipment (copiers, printers, postage machines, etc.).
* Order and maintain inventory of office and printing supplies.
* Assist with organizing internal events and celebrations.
* Act as the first point of contact for visitors and employees.
* Serve as liaison with building management and communicate updates to staff.
* Coordinate with HR and IT on new hire onboarding and terminations (FOBs, directories, security, etc.).
* Maintain and update vendor lists, supply inventories, and service contracts.
* Provide general administrative support across teams, including data entry and special projects.
* Assist with administrative team expenses and reporting.
* Coordinate FedEx/mailing case tracking with the finance team.
* Monitor and respond to emails in the shared administrative inbox.
Qualifications:
* Excellent verbal and written communication skills
* Strong time management and the ability to meet deadlines
* Proactive problem-solver with independent judgment
* Thorough knowledge of office administration systems and procedures
* Strong organizational and multitasking skills
* Proficient in Microsoft Office Suite and quick to learn new systems
* Accurate and efficient data entry capabilities
For immediate consideration, please submit your resume in Word format. We look forward to working with you!
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