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Office Assistant (MIAMI)
NEL & SONS INC
13275 SW 136TH ST near #10
compensation:
TBD by experience
employment type:
full-time
experience level:
no experience required
job title:
Office Assistant
QR Code Link to This Post
Reports To: Company Management
Position Summary
The Office Assistant provides administrative support to ensure the smooth daily operation of the office. This position is responsible for maintaining permits and Certificates of Insurance (COIs), assisting with maintenance scheduling and administration, supporting collections, and performing general office tasks while delivering excellent customer service.
Location **Miami, FL 33186**
Work Schedule
Full-Time -* **Monday through Friday** - * **8:00 AM – 5:00 PM**
Training
The selected candidate will receive **comprehensive on-the-job training** on all company procedures, software, and responsibilities. We are committed to providing the tools and support needed to succeed in the position.
Key Responsibilities
Administrative Support
* Answer and direct incoming phone calls and emails.
* Organize and maintain electronic and paper filing systems.
* Prepare documents, reports, and correspondence.
* Assist with data entry and office record management.
* Support management with daily administrative tasks.
Permits & Compliance
* Prepare and submit permit applications.
* Track permit approvals and inspections.
* Maintain permit documentation and expiration dates.
* Coordinate with municipalities and contractors regarding permit requirements.
Certificates of Insurance (COIs)
* Request, prepare, and issue Certificates of Insurance.
* Maintain current insurance certificates for customers and vendors.
* Coordinate with insurance agents to ensure compliance with project requirements.
* Track certificate expirations and renewals.
Maintenance Administration
* Assist with scheduling preventive maintenance visits.
* Follow up with customers regarding maintenance appointments.
* Prepare maintenance documentation and reports.
* Coordinate with technicians to ensure work orders are completed.
Collections & Accounts Receivable
* Contact customers regarding outstanding invoices by phone and email.
* Maintain collection notes and payment records.
* Follow up on overdue accounts according to company procedures.
* Coordinate with the accounting department regarding customer balances.
* Process customer payment confirmations.
General Office Duties
* Assist with customer service inquiries.
* Maintain office supplies and place orders as needed.
* Support special projects assigned by management.
* Ensure accurate and timely completion of assigned tasks.
* Maintain confidentiality of company and customer information.
Qualifications
* High school diploma or equivalent.
* Previous administrative or office experience preferred.
* Strong organizational and multitasking skills.
* **Spanish is a plus.**
* Proficient in Microsoft Office (Excel, Word, and Outlook).
* Ability to work independently and manage multiple priorities.
* Strong attention to detail and accuracy.
Core Competencies
* Organization and time management
* Customer service
* Professional communication
* Problem-solving
* Teamwork
* Attention to detail
* Confidentiality
* Reliability
Performance Expectations
* Permit and COI requests processed accurately and on time.
* Maintenance scheduling completed efficiently.
* Collection follow-ups performed consistently according to company policy.
* Customer inquiries responded to promptly and professionally.
* Administrative tasks completed accurately with minimal supervision.
* Maintain organized and up-to-date records and documentation.
How to Apply
Please send your resume to **[invoices@nelandsonsair.com](mailto:invoices@nelandsonsair.com)**
We look forward to hearing from you!
- Principals only. Recruiters, please don't contact this job poster.