Administrative Assistant

Company Description

Founded in 1987, International Restaurant Management Group (IRMG) is a leader in the quick serve restaurant industry operating stores with national and house brands such as Popeyes Lousiana Kitchen, Starbucks, Burger King, Firehouse Subs, Kelly’s Cajun Grill, Wok-a-holic, Yeung’s Lotus Express and Suki Hana to name a few.

Role Description

This is a full-time on-site role for an Admin Assistant at our Corporate office in Coral Gables, FL. The ideal candidate will possess excellent communication skills, be proactive in problem-solving, and thrive in a fast-paced environment while maintaining responsiveness to team needs. The role requires the ability to work independently and demonstrate strong follow-up skills. The role's responsibilities include, but are not limited to the following:

Responsibilities:

• Provide administrative support to management and other staff as needed.
• Assist with special projects and other duties as assigned.
• Schedule and follow up on various tasks and projects to ensure timely completion.
• Manage calendars, schedule appointments, prepare for meetings, and confirm appointments prior to their occurrence.
• Handle certificates of insurance and maintain accurate records.
• Keep track of licensing renewals and ensure timely submissions.
• Set up utility or credit accounts as needed.
• Ensure utility bills are received in a timely manner and sent for payment processing.
• Manage office inventory, including ordering supplies and keeping records of stock levels.
• Prepare and edit correspondence, reports, and presentations.
• Scan documents and email correspondence as required.
• Create visual content using Canva for presentations and marketing materials.
• Handle mail correspondence and maintain organized files and records, both digital and physical.
• Handle incoming calls and emails, directing them to appropriate personnel.
• Back up the receptionist by managing front desk duties as needed.

Qualifications

• High school diploma or equivalent; associate or bachelor’s degree preferred.
• Minimum of 3 years of experience as an administrative assistant or in a similar role.
• Proficient in Microsoft Office Suite, Microsoft 365 (Word, Excel, PowerPoint, Outlook), and Canva.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Ability to work independently and collaboratively within a team.
• Strong follow-up skills and attention to detail.
• Problem-solving skills and familiarity with office equipment and procedures.