Administrative Support Specialist

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

Position Overview

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

2. 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

3. 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

4. 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

5. 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

6. 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