Administrative Support Specialist

Benefits:

401(k)

Competitive salary

Health insurance

Paid time off

Vision insurance

Job Title: Administrative Support Specialist Client: NOAA Location: (On-Site) 4301 Rickenbacker Causeway, Miami, FL 33149 Employment Type: Full-Time

Position Overview

The Front Desk Security & Administrative Support Specialist serves as the primary point of contact for visitors, staff, and incoming communications at NOAA’s AOML facility. This role is responsible for ensuring building security, managing front desk operations, and providing comprehensive administrative support to maintain a safe, organized, and efficient work environment.

This position requires a detail-oriented professional capable of handling security protocols, visitor management, and clerical responsibilities in a fast-paced federal facility setting.

Key Responsibilities

1. Security & Access Control

Monitor facility entrances using CCTV systems and access control tools

Verify visitor identity and purpose before granting access

Maintain strict visitor check-in procedures, including ID verification and badge issuance

Coordinate with internal staff before allowing visitor entry

Report suspicious activity and document security incidents promptly

Maintain accurate, real-time visitor logs

1. Front Desk & Reception Operations

Serve as the first point of contact for visitors and incoming calls

Answer, route, and log calls while handling inquiries professionally

Manage conference room scheduling using Google Calendar

Prepare meeting spaces, including setup and breakdown for events and meetings

1. Administrative & Clerical Support

Handle mailroom operations including sorting, distribution, and outgoing shipments (USPS, UPS, FedEx)

Perform general administrative tasks such as filing, data entry, correspondence drafting, and document management

Maintain digital records and organize files in Google Drive

Support updates to internal communication boards and documentation

1. Facility & Safety Coordination

Conduct daily safety inspections and report hazards promptly

Ensure all common areas (lobby, mailroom, conference rooms) remain clean, safe, and organized

Adhere to all organizational safety and emergency procedures

1. Onboarding & Offboarding Support

Assist with onboarding and offboarding documentation and processes

Coordinate distribution and collection of government property

Provide guidance to new staff and interns regarding facility procedures and logistics

Support urgent offboarding processes when required

1. Reporting & Compliance

Maintain logs for visitors, calls, mail, and onboarding/offboarding activities

Contribute data for monthly service and performance reports

Ensure compliance with federal security and operational standards

Required Qualifications

Education

High School Diploma or GED required

Associate’s degree in Business Administration or related field preferred

Experience

Minimum 2 years of experience in reception, security, or administrative support roles

Experience in federal or government contractor environments preferred

Familiarity with CCTV, access control, or visitor management systems is a plus

Skills & Competencies

Strong communication and interpersonal skills

Ability to enforce security protocols and assess risk effectively

Proficiency in Google Workspace (Gmail, Calendar, Drive)

Strong multitasking and organizational abilities

High attention to detail and accuracy in record-keeping

Ability to remain calm and professional in high-pressure situations

Security Requirements

Must pass a Moderate Background Investigation (MBI)

Ability to meet federal security and compliance requirements

Must be eligible to work under U.S. federal contract regulations