Administrative Coordinator - Aventura Mall Security

About the Job

(Job Summary)

The Security Administrative Coordinator supports the daily operations of the Aventura Mall Security Department by managing documentation, reporting, scheduling, and department communications. This position also serves as a key administrative liaison with our contract security partner (AUS), ensuring both teams stay aligned, compliant, and well‑informed. The ideal candidate is highly organized, responsive, and comfortable working in a fast‑paced environment with both internal teams and external law‑enforcement/vendor partners.

What You Do:

(Duties/Responsibilities)

Security Department Support

* Maintain, track, and organize Lost & Found and other security‑related logs.

* Review, upload, and file incident reports and supporting documentation.

* Support payroll‑related administrative tasks for security and off‑duty police personnel.

* Coordinate and prepare materials for monthly, quarterly, and annual security meetings.

* Maintain department trackers, manuals, contact lists, and emergency communication systems.

* Monitor daily news and weather affecting mall operations and notify leadership as needed.

* Record meeting minutes for internal and external security‑related meetings; distribute and track follow‑ups.

* Track and schedule all work being conducted within the mall via calendar. This includes fire watch, sprinkler shutdowns, after hours mall access, roof access, and additional security details.

Vendor Partnership (AUS) Coordination

* Serve as the go‑to administrative contact for AUS daily operational needs.

* Obtain and file daily AUS service desk reports, staffing updates, and shift notes.

* Organize and track AUS training forms, onboarding requirements, and compliance materials.

* Support post audits, quality checks, and documentation reviews.

* Maintain clear, timely communication between mall Security leadership and AUS management.

Cross‑Functional & Agency Coordination

* Work closely with APD for daily lineup information, reports, and special requests.

* Assist Legal & HR with gathering reports, footage, and supplemental documentation.

* Track and coordinate mall events, walkthrough schedules, and security support needs.

* Manage office/security supply inventory and reorder as needed.

* Provide backup reception assistance (phone coverage, message routing) as required.

Documentation & Systems Management

* Keep SharePoint folders organized, up‑to‑date, and easy to navigate.

* Maintain structured filing systems for reports, footage requests, vendor documents, and audit

* Track and close out outstanding items for CCTV, call boxes, and other safety systems.

This job description does not imply that the listed duties are the only responsibilities to be performed by the employee in this position. Employees may be required to carry out other job-related tasks assigned by their supervisor or management.

What You Bring to the Table:

(Requirements)

* 2-3 years administrative experience; security, facilities, property management, or retail environment preferred.

* Strong proficiency in Microsoft Outlook, Word, and Excel.

* Excellent organization, written communication, and documentation management skills.

* High attention to detail; ability to multitask and prioritize effectively.

* Professional, calm communication style - comfortable working with law enforcement, vendors, and internal teams.

* Ability to maintain confidentiality and handle sensitive information responsibly.

How You Work:

(Preferred Attributes)

* Reports and files are consistently organized, accurate, and easily retrievable.

* Vendor documentation, daily reports, and training files are complete and up to date.

* Security meetings run smoothly with timely agendas, notes, and follow‑ups.

* Communication between Security, AUS, APD, Legal, and Operations flows efficiently.

* The department experiences improved workflow, fewer bottlenecks, and greater operational clarity.