Office Administrator (Hialeah Gardens)

Location: Hialeah Gardens, FL

Job Type: Full-Time, Contract - Hire

Pay Range: $18.00–$20.00 per hour

Industry: Logistics / Freight Forwarding

Experience Required: 3+ years of relevant experience preferred, including recent hands-on Air & Ocean Import/Freight Forwarding exposure.

Job Summary

We are seeking a highly organized, dependable, and proactive Office Administrator with recent, hands-on experience in Air & Ocean Import/Freight Forwarding to support the daily administrative and operational needs of our Miami office.

This role is ideal for a professional who understands the fast-paced nature of the freight forwarding industry and can balance general office administration with logistics-related support, billing, invoice processing, vendor coordination, and employee onboarding and offboarding.

The successful candidate will serve as the first point of contact for visitors and callers while providing direct support to management, employees, and branch operations. This individual must be comfortable taking ownership of day-to-day office responsibilities, managing competing priorities, and working independently with minimal supervision.

Key Responsibilities:

Office Administration & Branch Operations

• Serve as the primary point of contact for incoming calls, visitors, deliveries, and general inquiries.
• Provide administrative and operational support to the General Manager, Regional SVP, and other members of leadership.
• Oversee daily office operations and ensure the workplace remains organized, professional, and fully functional.
• Maintain office records, spreadsheets, employee documentation, and IT asset inventories.
• Manage office supplies, equipment, breakroom inventory, and general office upkeep.
• Perform routine visual checks of the server room and report maintenance or equipment concerns.
• Coordinate incoming and outgoing mail, packages, checks, and correspondence.
• Organize branch meetings, prepare conference rooms, distribute materials, and manage invitations.
• Maintain digital office displays with company announcements, events, and employee milestones.
• Coordinate office celebrations, employee events, seasonal decorations, and special occasions.

Air & Ocean Import / Freight Forwarding Support

• Apply recent, hands-on freight forwarding experience to support the administrative needs of daily Air and Ocean Import operations.
• Coordinate with operations personnel to help maintain accurate documentation, records, and internal administrative processes.
• Assist with organizing shipment-related paperwork and maintaining accurate files and spreadsheets, as needed.
• Communicate professionally with internal teams, vendors, warehouse personnel, and other service providers to support branch operations.
• Assist with tracking and organizing operational information and resolving administrative issues that may affect daily workflow.
• Provide general support to the freight forwarding and warehouse teams as required.

Candidates must be able to demonstrate actual, recent exposure to Air & Ocean Import/Freight Forwarding operations. General office administration experience alone is not sufficient.

Billing, Invoicing & Financial Administration

• Submit office-related invoices, expenses, and supporting documentation to the accounting department.
• Review designated overhead invoices for accuracy and completeness.
• Coordinate the timely processing and payment of approved overhead invoices.
• Handle billing and administrative invoicing for designated warehouse accounts.
• Prepare or issue checks when authorized and in accordance with company procedures.
• Maintain accurate records of office expenses and billing-related activities.
• Support basic accounts payable, invoice reconciliation, and other accounting-related administrative tasks.

Employee Onboarding & Offboarding

• Coordinate employee onboarding and offboarding processes, including paperwork, access badges, workstation preparation, and equipment assignment or collection.
• Maintain accurate employee and equipment records.
• Coordinate device setup, equipment resets, and access-related requests with the appropriate teams.
• Help ensure employees have the necessary resources and information to perform their duties.

Vendor, Facility & Equipment Management

• Coordinate with building management, maintenance teams, vendors, and external service providers.
• Submit and follow up on office maintenance requests, repairs, and facility-related issues.
• Manage the local company cell phone account and related administrative requirements.
• Maintain inventory records for office equipment, devices, and other company assets.
• Run occasional off-site errands, including courier drop-offs, supply purchases, and warehouse-related support.

General Support

• Provide reliable administrative assistance to employees, visitors, management, and branch personnel.
• Identify office needs proactively and follow through on outstanding tasks.
• Maintain confidentiality when handling employee, financial, and company information.
• Support special projects and perform other duties as assigned.

Qualifications & Requirements

• Familiarity with freight forwarding documentation, import operations, shipment files, and logistics workflows.
• Demonstrated experience supporting daily office operations in a fast-paced business environment.
• Experience with billing, invoice processing, accounts payable, issuing checks, or basic accounting tasks is a plus.
• Proficiency in Microsoft Office, particularly Outlook, Word, Excel, and PowerPoint.
• Familiarity with SharePoint or similar document management systems is preferred.
• Strong written and verbal communication skills.
• Excellent organizational skills, accuracy, and attention to detail.
• Ability to manage multiple priorities and meet deadlines.
• Strong initiative, problem-solving skills, and follow-through.
• Professional demeanor and the ability to communicate effectively with employees, management, vendors, and visitors.
• Ability to handle confidential and sensitive information appropriately.
• Dependable, accountable, and comfortable working independently.

Work Requirements

• Full-time, Monday through Friday, subject to the company's established schedule.
• In-person position in Hialeah Gardens, FL.
• Comfortable with occasional off-site errands and warehouse support.
• Able to perform a combination of desk-based administrative work and hands-on office tasks.