Administrative Assistant

KEITH; Miami (FL); On-site; USD 38,000 - 52,000; Full time

Benefits offered by this job

100% PAID Medical, Dental, and Vision

Employer matched 401K - 100% Vested on

Job summary

KEITH is seeking an Office Administrator to join our Miami, Florida office. This role focuses on creating a welcoming, organized, and productive workplace, ensuring employees, clients, and visitors feel supported every day.

Responsibilities include coordinating office operations, receptions, meetings, vendor relationships, and event planning, plus administrative support for senior leaders and project teams.

Qualifications

• Must enjoy helping others and creating a positive environment.
• Strong organization and attention to detail.
• Proactive, with strong interpersonal and customer service skills.
• Excellent communication and organizational abilities.
• Proficient in Microsoft Office; Deltek Vantagepoint experience is a plus.
• Ability to manage multiple priorities professionally.
• Reliable, trustworthy; handles confidential information with discretion.

Responsibilities

• Serve as central point of coordination for the Miami office.
• Maintain reception area, conference rooms, kitchen, supply areas, and common spaces.
• Coordinate employee lunches, celebrations, and team events.
• Greet visitors and provide a professional first impression of KEITH.
• Provide backup reception support and organize meetings for project teams.
• Assist with proposal and contract tasks; set up opportunities and contracts in Deltek Vantagepoint and KEITH network.

Skills

People skills

Organization

Customer service

Proactive

Communication

Tools

Deltek Vantagepoint

Microsoft Office

Job description

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.

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 Vantagepointand the KEITH network

  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 Vantagepointexperience 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!!!