Public Safety & Transportation Administrative Assistant & Receptionist | Full-Time | Miami Beach Convention Center at Oak View Group

Oak View GroupOak View Group is the global leader in venue development management and premium hospitality services for the live event industry. Offering an unmatched 360-degree solution set for a collection of world-class owned venues and a client roster that includes the most influential highest attended arenas convention centers music festivals performing arts centers and cultural institutions on the planet.Position SummaryThe Public Safety & Transportation Administrative Assistant & Receptionist provides administrative support to the Public Safety & Transportation Department at the Miami Beach Convention Center and City Center Campus (including Collins Canal Park Rum Room and Venu). This role supports daily public safety and transportation operations by assisting with call routing visitor processing access requests scheduling support and routine clerical tasks. Under the direction of the Director of Public Safety & Transportation the position also helps maintain accurate records support compliance tracking and ensure documentation and workflow processes are organized timely and aligned with operational needs.This role pays an hourly rate of $22.00-$24.00Benefits for Full-Time roles: Health Dental and Vision Insurance 401(k) Savings Plan 401(k) matching and Paid Time Off (vacation days sick days and 11 holidays)This position will remain open until February 27 2026.About the VenueThe award-winning Miami Beach Convention Center (MBCC) welcomes meeting and event planners exhibitors and attendees to Miami Beach and Miami. Reimagined following a $640-million-dollar renovation the MBCC provides a world-class state-of-the-art event venue for exceptional conferences conventions tradeshows and meetings. The new 800-room connected Grand Hyatt Miami Beach is under development and slated to open in late 2027.A LEED Silver certified green building the venue includes a magnificent Grand Ballroom 500000 square feet of flexible exhibition halls 4 junior ballrooms outdoor terraces & parks and 84 breakout rooms. The MBCCs immediate proximity to lively South Beach Lincoln Road Ocean Drive and many other Miami Beach cultural arts attractions make it an ideal venue for your next event.ResponsibilitiesAnswer and route incoming calls greet visitors assist with inquiries and maintain a professional front desk environment.Process visitor access requests issue temporary passes and log guest/vendor activity.Receive sort and distribute mail deliveries and messages.Assist with scheduling tasks including roster distribution meeting coordination calendar updates and sign-in/sign-out tracking.Prepare and route correspondence internal communications notices and follow-up reminders as directed by leadership.Organize and maintain departmental records including SOPs post orders incident logs access documentation inspection reports and training files.Ensure proper document formatting version control filing accuracy and accessibility in SharePoint or designated platforms.Perform accurate data entry for operational transportation safety access and compliance documentation.Assist with maintaining OSHA-required documentation including inspection records injury/illness logs training compliance records near-miss reports and corrective action tracking.Support the preparation of operational and safety reports summaries dashboards and event-related documentation under supervisor direction.Provide administrative support during major events drills briefings and inspections including assembling materials packets and sign-in documentation.Assist with procurement and vendor coordination tasks including processing purchase orders tracking invoices updating vendor records and collecting Certificates of Insurance.Coordinate routine communication with internal departments external partners and approved vendors as assigned.Maintain confidentiality and ensure sensitive records communications and compliance files are handled appropriately.Perform additional administrative or clerical duties as required to support operational readiness and departmental functions.SUPERVISORY RESPONSABILITIES:This job has no supervisory responsibilities.QualificationsTo perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Education and Experience:High school diploma or GED required.Two (2) years of administrative operational support or office coordination experience preferably in public safety security venue operations emergency management transportation operations or a compliance-driven environment.Skills and Abilities:Knowledge of relevant safety security and transportation procedures and protocols.Strong organizational and administrative skills.Ability to prepare clear and concise reports correspondence and documentation.Skill in the use of computerized spreadsheets databases and word processing software.Ability to work effectively under pressure and meet multiple deadlines.Excellent communication and interpersonal skills.Ability to maintain confidentiality and demonstrate sound judgment in sensitive situations.Strong analytical and problem-solving abilities.Ability to represent oneself and the company in a professional manner.Versed in office and administrative procedures and business etiquette.Ability to work independently or collaboratively as part of a team.Ability to speak fluently in both English and Spanish preferred.Professional appearance.Computer and Technology Skills:Demonstrated proficiency with Microsoft Office Suite (MS Word MS Excel MS PowerPoint MS SharePoint and MS Outlook) internet and familiarity with a variety of office equipment.Experience with safety reporting systems access control and incident management platforms preferred.Certificates Licenses and Registrations:Valid drivers license required.PHYSICAL DEMANDS:These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the Public Safety & Transportation Administrative Assistant & Receptionist role. Reasonable accommodation can be made to enable people with disabilities to perform the described essential functions of the job. While performing the duties and responsibilities of the Receptionist job the employee is required to talk and hear. The employee is often required to sit and use their hands and fingers to handle or feel. The employee is occasionally required to stand walk reach with arms and hands climb or balance and to stoop kneel crouch or crawl. Vision abilities required by this job include close vision. The employee is required to be mobile within the Convention Center & Campus; and maneuver throughout the Convention Center & Campus facility to attend meetings briefings and photo or video shoots. The employee must occasionally lift and/or move up to 25 pounds.WORKING CONDITIONS:While performing the duties and responsibilities of the Public Safety & Transportation Administrative Assistant & Receptionist these work environment characteristics are representative of the environment the employee will encounter. Reasonable accommodations may be made to enable people with disabilities to perform the essential functions of the job. Incumbent works in an office setting with minimal adverse exposure to environmental hazards. The noise level in the work environment is usually quiet to moderate. Frequent computer use at a workstation. Frequent interaction with employees clients vendors and the general public via email telephone delivery correspondence and/or face-to-face. While maneuvering throughout the facility and on the show floor employees may be exposed to moving mechanical parts and equipment such as forklifts and electric carts as well as loud noises originating from the use of individual and multiple quantities of mechanical equipment. The employee is occasionally exposed to exhaust fumes and airborne particles..WORK SCHEDULE: The work schedule of this position typically involves a 5-day work week Monday through Friday; however this will fluctuate based upon the needs of the community a project and/or events. All employees in this position are expected to work in person at the Miami Beach Convention Center. However exceptions or modifications to this requirement may be considered and approved by senior leadership. Must have the ability to remain available 7 days per week work long and irregular hours that may vary due to functions and may include days evenings weekends and holidays.DRESS CODE:To reflect the professionalism and high standards expected by our guests clients and community all employees particularly those in leadership and guest-facing roles are expected to maintain a polished business-appropriate appearance. This includes neat professional attire suited to the position and consistent grooming and hygiene. All team members should present themselves in a manner that reinforces their leadership role and upholds the image of the venue at all times.Strengthened by our Differences. United to Make a DifferenceAt OVG we understand that to continue positively disrupting the sports and live entertainment industry we need a diverse team to help us do it. We also believe that inclusivity drives innovation strengthens ourpeople improves ourservice and raises ourexcellence. Our success is rooted in creating environments that reflect and celebrate the diverse communities in which we operate and serve and this is the reason we are committed to amplifying voices from all different backgrounds.Equal Opportunity EmployerOak View Group is committed to equal employment opportunity. We will not discriminate against employees or applicants for employment on any legally recognized basis (protected class) including but not limited to veteran status uniform service member status race color religion sex national origin age physical or mental disability genetic information or any other protected class under federal state or local law. Key Skills Abinitio,Administration And Accounting,Android,Bid Management,Inventory Management,Embedded C Employment Type : Full-Time Experience: years Vacancy: 1 Monthly Salary Salary: 22 - 24