Engineering Administrative Assistant | Full-Time | Miami Beach Convention Center

Oak View Group

Oak 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.

Overview

The Engineering Administrative Assistant at the Miami Beach Convention Center plays a vital role in supporting the Venue Operations, Engineering, and Building Maintenance department. This position is responsible for managing key administrative processes, facilitating vendors and purchasing workflows, maintaining compliance documentation, and supporting preventive maintenance systems. The role reports directly to the Director of Venue Operations and ensures efficient coordination of facility operations, procurement, and departmental communications.

 

Key responsibilities include the management of the venue’s work order and preventive maintenance system (Corrigo) and purchase order system (Coupa), in addition to maintaining department records, coordinating safety and compliance training, and supporting capital projects.

 

This role pays an hourly rate of $23.00-$25.00

 

Benefits 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 September 12, 2025.

Responsibilities

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Provides administrative support to the Director of Venue Operations.
• Maintains an orderly and professional office environment for the department.
• Prepares clear and concise reports, correspondence, and departmental documentation.
• Assists in the drafting, review, and distribution of the monthly management report.
• Sends out the Engineering Department schedule to all relevant departments in a timely manner.
• Manages Corrigo, the venue’s work order and preventive maintenance system, including issuing and tracking preventative and corrective maintenance work orders, labor hours, materials, and completions.
• Manages Coupa, the department’s purchase order (PO) system, including PO creation, tracking, and vendor coordination.
• Assists the Director with capital project documentation and transactions (requisitions, purchase orders, and invoice processing).
• Coordinates the department’s participation in the Public Surplus Program and maintains disposal records.
• Schedules and tracks OSHA training for the department and maintains related compliance documentation.
• Supports vendor selection processes, and the RFP process, evaluates vendor capabilities, and helps manage vendor files and timelines.
• Monitors contract expiration dates and provides advance notice to appropriate stakeholders for re-bid or renewal.
• Oversees procurement for department needs, including uniforms, equipment, and supplies.
• Ensures proper completion and filing of purchasing documentation, including requisitions and price history logs.
• Coordinates service visits with vendors and tracks performance and service delivery compliance.
• Coordinates and prepares agendas for department meetings and maintains action item logs.
• Assists with special projects and other duties as assigned.

SUPERVISORY RESPONSIBILITIES:

This position does not have supervisory responsibilities.

Qualifications

To perform this job successfully, an individual must be able to carry out each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

 

EDUCATION AND EXPERIENCE:

• High School diploma or equivalent required.
• Associate degree in Business Administration or related field preferred.
• Minimum of 2 years’ administrative experience required.
• At least 2 years of formal purchasing experience in a related field.
• Previous experience in operations or facilities environment preferred.
• Experience with preventive maintenance software highly preferred.

SKILLS AND ABILITIES:

• Strong organizational and time management skills with the ability to manage multiple priorities.
• Excellent oral, written, and interpersonal communication skills.
• Knowledge of office procedures, records management, and administrative systems.
• Ability to represent the department professionally in interactions with staff, clients, and ven