Company Overview:

The Harvard Companies include five entities working to serve the business community in the janitorial and protection services areas. Harvard Maintenance and Harvard Protection are two of the largest and fastest growing, privately owned providers of high quality janitorial and security services in the United States. We are an industry leader and are well known for our innovative thinking and entrepreneurial spirit. Our success over the last fifty years stems from Harvard's Inverted Pyramid, which recognizes that our front-line employees are the most important people in our organization. The Inverted Pyramid ensures that our employees feel valued, are given the tools to be successful, and are empowered to execute in their roles. People are also at the center of our Core Values. Our People First core value clearly states that "we are a family organization that promotes respect and embraces diversity".

Job Summary:

This position provides day to day administrative support for the Miami office and supports the general office operations. This position requires professionalism in handling confidential and sensitive matters.

Organize and oversee the activities of the front office area; ensuring the area is tidy and presentable
• Manages the front desk, greets visitors, and answers calls
• Directs visitors and manages the reception area
• Keeps track of visitors and issues badges
• Addresses client and customer inquiries
• Manages the phone system and general inquiries
• Assists with booking travel and organizing meetings
• Schedules meetings, prepares reports, and handles correspondence
• Prepares, edits, and manages documents and presentations
• General administrative support for the Miami office to include but not limited to; daily mail distribution, creating fed ex shipping labels, check distribution and filing, and managing the vendor list
• Manages updates and distribution of Miami phone directory, floor plan and emergency evacuation floor plan and company all state Master List
• Responsible for inventory management; office, kitchen, coffee, and janitorial supplies
• Point of contact for building management for communication, badging and updating relevant documents
• Responsible for sharing building management and relevant city communication with office
• Maintain parking validation log and inventory
• Assist Executives with expense report reconciliation
• Assist with invoice reconciliation and submission
• Responsible for tracking PTO
• Create and maintain company org charts
• Assist procurement with office appliances and equipment
• Perform other related duties or projects as assigned

• Must have intermediate skills with Microsoft Office Suite
• Strong written and verbal communication skills with ability to handle confidential information
• Professional attitude and appearance with a customer service focus
• Multitasking and time-management skills, with the ability to prioritize tasks
• Must be detail orientated
• Excellent organization skills
• Fluent in both English and Spanish, written and spoken.
• Administrative experience - 3 years
• Ability to sit for long periods for reception area coverage
• Ability to lift up to 20 lbs
• Be prompt for shift - 8am -5pm
• Customer service orientation
• Problem-solving skills
• Strong interpersonal skills and basic administrative abilities

Harvard is offering a competitive salary structure including benefit package with medical, dental, life, and long-term disability (LTD) insurance along with 401K Savings Plan.

Equal Opportunity Employee