Administrative Support

Turner & Townsend•Miami, FL

About The Position

Turner & Townsend Heery is seeking a motivated and personable Administrative Support consultant to support office leadership in a growing office. The role suits a reliable, self-motivated, creative, proactive, quick-learning and highly organized person who can work independently with minimal supervision in a dynamic, demanding environment. Excellent communication and coordination skills, professionalism, and the ability to handle information confidentially are important. The position supports office operations, leadership and teams through meeting and calendar coordination, document control, invoicing and purchase orders, travel and expenses, office supplies and equipment, onboarding, vendor and customer communication, and office events. The role may also provide IT, facilities and accounting support. On-site requirements may change depending on client needs, and applicable SOX control responsibilities must be followed.

Requirements

Minimum five years of experience in an administrative support role.
At least three years of experience in a related position supporting a team of professionals.
Excellent written and verbal communication skills.
Experience in business administrative settings and meetings attended by senior management.
Professional, well-mannered and collaborative approach.
Proficiency with Microsoft Office and Google Workspace.
Excellent organizational skills and attention to detail.
Proactive, action-oriented approach and initiative.
Ability to multitask, prioritize and work efficiently.
Ability to work independently and be energetic and self-starting.
Ability to perform at a high level in a fast-paced, changing environment, shift gears easily and handle multiple responsibilities.

Nice To Haves

Accounting background.
Construction experience.
Bachelor’s degree or equivalent experience.

Responsibilities

Support internal meetings by booking boardrooms, preparing and distributing documents, and tracking action items.
Take meeting minutes and record action items.
Follow up with management and teams to develop agendas and prepare or distribute documents.
Raise invoices and purchase orders.
Support document control, including Quality Assurance and Quality Control.
Analyze and organize office operations and procedures, including personnel, information management, filing systems, supply requisitions and clerical services.
Maximize office productivity through proficient use of appropriate software applications.
Coordinate travel and complete expense reports.
Maintain contact with customers and outside vendors.
Provide new hires with welcome packages, facility tours, keys and introductions to team members.
Maintain office equipment and ensure products are in working order.
Order and maintain office supplies.
Plan and organize Happy Hours, team-building events, summer parties and holiday parties.
Coordinate Lunch and Learns and birthday or anniversary lunches.
Coordinate and arrange office meetings, prepare agendas, and reserve and prepare facilities.
Provide support to the IT Team and Facilities Team.
Provide accounting support with monthly invoicing.
Manage schedules, calendars and appointments.
Handle mail and shipping.
Adhere to applicable SOX control responsibilities.