Administrative Assistant

JOIN NAVALIMPIANTI usa:Navalimpianti USA, Inc. (Navim US) was established in South Florida in 1993 as the U.S. branch for Navalimpianti and Tecnimpianti Italy, specifically to support the growing cruise industry. Now located in Fort Lauderdale and staffed by over 30 highly qualified personnel, Navim US has become a vital force within the Navim Group.Navim US celebrated its 30th anniversary in October 2023. In its modern offices and innovative workshop, Navim US is recognized as a leader in the service and maintenance of lifesaving appliances. Its prime location in South Florida and local expertise allow it to service up to 80 cruise ships annually, covering about 75% of the cruise market.NOW HIRING AN ADMINISTRATIVE ASSISTANT: The Administrative Assistant provides administrative and office support to ensure the efficient day-to-day operation of the Company. This position is responsible for office and facility coordination, regulatory and business renewals, company events, and general administrative support.The position works closely with employees, vendors, service providers, government agencies, and Company leadership and requires strong organization, attention to detail, follow-through, and the ability to manage multiple priorities independently.If you are detail-oriented, resourceful, and ready to grow your expertise in a fast-paced, collaborative environment, we would love to hear from you.WHY JOIN OUR TEAM?Competitive compensation Full-time positionHealth plans (Medical, Vision, Dental, Life Insurance, Short/Long-Term Disability, Gap Health plans (Medical, Vision, Dental, Life Insurance, Short/Long-Term Disability, Gap Insurance, FSA)401(k) & Roth with 100% Company match up to 4%Annual Profit Sharing & Cash Balance benefitsPaid Vacations and HolidaysInclusive culture WHAT WILL I DO?Office and Vendor AdministrationCoordinate vendors and service providers supporting building maintenance, utilities, janitorial services, plumbing, telecommunications, equipment repair, and other office and facility needs.Monitor facility and equipment issues, coordinate repairs or service, communicate relevant updates to employees, and follow through until matters are resolved.Monitor printers, scanners, and other office equipment; perform basic troubleshooting and coordinate technical support or repairs when necessary.Conduct routine inventory of office, kitchen, and refreshment supplies; maintain inventory records and order, replenish, and organize supplies as needed.Coordinate Company vehicle registrations, tags, insurance renewals, and related documentation.Perform Company-related administrative errands, deliveries, pickups, and visits to government agencies, vendors, or other locations as needed.Licenses, Permits, and Administrative ComplianceMonitor and coordinate Company business licenses, tax permits, registrations, certifications, and renewals, including applicable city and county requirements, Hazmat, Port-related requirements, SAM.gov, U.S. DOT, and other applicable registrations.Track renewal dates, prepare and submit required documentation, coordinate payments, and maintain supporting records.Maintain and display required licenses, permits, certificates, workplace posters, OSHA forms, and other required notices.Coordinate employee Port ID administration, including required documentation, recordkeeping, tracking, and return of IDs following separation from employment.Employee and General Administrative SupportAssist with administrative aspects of employee onboarding and separation, including Company phones, Apple IDs, phone lines and extensions, email information, equipment and asset records, employee lists, and collection or deactivation of Company property and access.Maintain employee-related administrative information, including employee lists, birthdays, Company holidays, and paydays, and prepare applicable calendars and communications.Review and distribute incoming mail and correspondence and monitor administrative email communications, responding or taking appropriate action as necessary.Maintain accurate, organized, and confidential Company records, files, spreadsheets, receipts, invoices, permits, licenses, employee information, and other administrative documentation.Meetings, Events, and Company ActivitiesPlan and coordinate Company events and employee activities, including celebrations, employee birthdays, holiday events, and other Company-sponsored activities.Coordinate food, beverages, decorations, supplies, meeting spaces, deliveries, setup, employee communications, and other logistical requirements for Company events.Arrange meeting and training accommodations, including food, refreshments, supplies, meeting areas, and support for employees and external guests.Coordinate the purchase, preparation, packaging, and shipment of customer gifts and other Company recognition items.Assist with Seatrade and other Company trade show activities, including purchasing supplies, coordinating food and beverages, booth preparation and setup, guest assistance, and logistical support.Reception and Executive SupportGreet and assist visitors, customers, vendors, and guests and monitor access to Company office and warehouse areas.Answer incoming telephone calls, route calls, take and communicate messages, and monitor Company voicemail.Provide administrative support to the President and Vice President, including purchases, orders, scheduling-related needs, special assignments, and other administrative requests.Provide general administrative, office management, and operational support to employees and leadership as business needs arise.Perform other related duties and special projects as assigned.Exhibit exemplary attendance and punctuality.Comply with company policies and procedures.Perform other duties as assigned.Position requirements:Position level and responsibilities commensurate with experience:High school diploma or equivalent required.Valid driver's license and ability to maintain an acceptable driving record in accordance with Company requirements.Two (2) or more years of administrative support for executive level roles.An equivalent combination of education and relevant experience may be considered. Sound like the right place for you? Apply now to join our growing team!