Administrative Assistant

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Full Time Clerical Miramar, FL, US

5 days ago Requisition

Non-FAA Covered Position

The Administrative Assistant serves as PTI's primary front-desk representative and first point of contact for visitors, customers, employees, contractors, and vendors. The primary purpose of this role is to maintain secure, professional, and efficient front-desk operations by managing visitor access, administering badge and access-control processes, monitoring security cameras and access-control alerts, and promptly escalating security or safety concerns. The role also provides general administrative support, including mail handling, meeting and lunch coordination, and support for employee engagement activities.

• Serve as the primary point of contact for all visitors, customers, vendors, contractors, and employees entering the facility.
• Maintain a professional, welcoming, organized, and secure reception area and ensure appropriate front-desk coverage during assigned working hours.
• Greet and assist visitors professionally while verifying identification, visit purpose, host information, and compliance with company security procedures.
• Manage visitor sign-in and sign-out processes and create, distribute, collect, and reconcile temporary visitor badges.
• Coordinate visitor and contractor pre-screening requirements, including applicable safety, personal protective equipment (PPE), access, and escort requirements.
• Promptly contact the appropriate PTI host and ensure visitors are released only in accordance with approved visitor and escort procedures.

• Administer the facility access-control and badge-management systems, including creating, activating, modifying, suspending, and deactivating credentials based on documented and approved authorization.
• Maintain accurate badge inventories, access records, visitor logs, and supporting documentation; perform daily reconciliation of temporary badges and promptly report missing or unreturned credentials.
• Monitor facility security cameras, access-control alerts, door alarms, and door-status activity from the reception area.
• Promptly report and elevate suspicious activity, unauthorized access, forced-door or held-door conditions, safety concerns, security incidents, and requests for assistance to the appropriate personnel.
• Support incident reporting and maintain accurate documentation of relevant security, visitor, and front-desk events.
• Coordinate with Facilities, Security, Human Resources, Information Technology, and department leadership regarding approved badge changes, access requests, employee status changes, and security concerns.
• Follow company confidentiality, information-security, and access-authorization requirements at all times.

• Provide general information, and route inquiries to the appropriate departments or employees.
• Receive, process, and distribute incoming mail throughout the facility.
• Coordinate logistics for meeting rooms, staff meetings, executive lunches, catering, and other company-sponsored activities as assigned.
• Assist with planning and coordinating employee engagement events and activities in partnership with the Engagement Committee.
• Organize and maintain reception-area supplies, visitor materials, and related inventory.
• Respond to routine internal and external inquiries and provide professional administrative support to the Facilities and Security function and other departments as assigned.

• Maintain complete and accurate records in accordance with company requirements and applicable retention practices.
• Identify and recommend opportunities to improve front-desk security, visitor experience, access-control accuracy, administrative efficiency, and backup coverage.
• Perform other administrative, reception, access-control, security-support, and operational duties as assigned.

• High school diploma or equivalent required; associate degree or relevant…