Administrative Assistant

Job Description

Job Description

Administrative Assistant

KEITH is seeking an Office Administrator to join our Miami, Florida office. We are looking for a positive, energetic, and service-oriented individual who enjoys taking care of people and creating a welcoming, organized, and productive workplace.
This position is first and foremost responsible for the overall experience of our Miami office—ensuring our employees, clients, and visitors feel welcomed, supported, and cared for every day. The ideal candidate takes pride in keeping an office running smoothly, anticipating needs before they arise, and creating an environment where our team can do their best work. Think of this role as the heart of the office—the person who helps make KEITH an amazing place to work.

Contract and proposal support responsibilities are also included but are secondary to the successful operation and culture of the office.

Your Responsibilities Will Include
Office Culture & Employee Experience (Primary Responsibility):

• Serve as the central point of coordination for the Miami office, helping create a welcoming, organized, and positive workplace culture.
• Maintain the appearance and functionality of the office, including the reception area, conference rooms, kitchen, supply areas, and common spaces.
• Keep office supplies, snacks, beverages, coffee, paper products, and other workplace essentials fully stocked and organized.
• Coordinate employee lunches, celebrations, birthdays, holiday events, team-building activities, and other office functions.
• Help ensure employees have the resources and support they need to be productive and successful.
• Greet visitors, clients, and candidates and provide a professional and welcoming first impression of KEITH.
• Coordinate facility needs, vendor relationships, office maintenance requests, deliveries, mail, shipping, and company vehicle logistics.
• Continuously look for ways to improve the employee and client experience within the office.

Administrative Support:

• Provide administrative support to Vice Presidents, Directors, and project teams as needed.
• Answer and direct incoming calls professionally and efficiently.
• Provide backup support for reception and other administrative functions.
• Assist with organizing meetings, preparing materials, scheduling, and other day-to-day administrative tasks.

Proposal & Contract Support (Secondary Responsibility):

• Assist Project Managers with proposal preparation, formatting, quality reviews, and final production.
• Set up and maintain opportunities, proposals, and contracts within Deltek Vantagepoint and the KEITH network.
• Assist with subconsultant agreements, contract tracking, and related administrative documentation.
• Provide additional support to accounting and project administration functions as needed.

Ideal candidate has:

• Naturally enjoys helping others and creating a positive environment.
• Takes pride in organization, cleanliness, and attention to detail.
• Highly proactive and able to anticipate needs before being asked.
• Strong interpersonal and customer service skills.
• Excellent communication and organizational abilities.
• Proficient in Microsoft Office; Deltek Vantagepoint experience is a plus.
• Able to manage multiple priorities while maintaining a high level of professionalism.
• Reliable, dependable, and trustworthy.
• Uses good judgment and discretion in handling confidential information.

What Success Looks Like:
A successful candidate will be the person who keeps the office running effortlessly behind the scenes—ensuring employees, clients, and visitors always feel welcomed, supported, and cared for. They are the go-to person for maintaining an exceptional workplace environment while also providing valuable administrative, proposal, and contract support to the team.

We offer competitive benefits, including:

• 100% PAID Medical, Dental, and Vision
• Employer matched 401K - 100% Vested on Day 1 of contribution!!!
• Paid Parental leave and Life Insurance
• PTO, Holidays, and more!

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