Job Description
Administrative Specialist
Location: Miami, FL (3 days a week on site, 2 days remote)
Mission Statement: Take2 Consulting is seeking an Administrative Specialist to work at our hybrid office in Miami, FL. This role will support the United States Coast Guard (USCG) Civil Engineering Unit (CEU). EU Miami is crucial for maintaining Coast Guard facilities and managing significant communications infrastructure, working with other units like Sector Miami and MSST Miami
Role Overview:
- Performs office admin, contract admin and facility operation activities.
- Assists in all business, cost containment, and accounting activities.
- Provides cost control advice to management.
- Prepares correspondence and maintains filing and tracking system for easy retrieval.
- Maintains calendar of management activity.
- Assists in preparing management progress reports.
- Review Real Property Leases, CAD drawings, Land Surveys, Deeds, Transfer of Sale documents of assets including, Buildings, Houses, Aids to Navigation (ATONs) and Easements.
- Add new Ingrants into USCG Real Property system of record (SAM) using corresponding data from Lease agreement and all relevant acquisition documentation. Verify Lease start/end dates, renewal options, Lessor/Grantor info and monthly rental amounts are accurate in the system of record based on supporting documentation.
- Review and update Ingrants in SAM to reflect current Real Property Specialist (RPS) assignment according to area of responsibility (AOR).
- Run various ad-hoc reports for Ingrants in SAM in support of further analysis.
- Organize CEU Miami's SharePoint & Teams Document Library for ease of use and access. Review checklist to gather materials needed for tracking and organizing, lease agreements, construction and planning documents, site photos, email correspondence and all acquisition documents.
- Verify active Ingrants have accurate OPFAC and Lessor/Grantor info. Confirm leases are paid timely.
- Identify areas for process improvement and coordinate with Deloitte team members to implement change.
Requirements:
- 2-5 years of experience
- Attention to detail and ability to manage high-volume, deadline-driven tasks.
- Extremely organized with effective communication skills.
- Can pick up the CAD experience (experience with this would be a big plus)
- Have to be willing to research and dig for their questions; sometimes this information is difficult to find
- Internal audit background would be helpful
- Good worker, attention to detail, can manage own work
- Degree preferred, not required