Florida Crystals is a leading domestic sugar producer and North America's first fully integrated cane sugar company, guiding our sugar from farm to table. We are America's first and only producer of certified organic sugar, grown and harvested in the United States. Our renewable energy facility is the largest of its kind in North America and provides clean energy that powers our sugar operations, which helps us reduce our use of fossil fuels. Florida Crystals also sustainably farms rice, sweet corn and other vegetables in rotation with our sugarcane. Our rice mill is the only rice mill in Florida. OVERVIEW: The Administrative Assisant will be responsible for providing a wide variety of administrative and staff support services within the Finance department in Miami and the Administration office in the Dominican Republic. ROLES AND RESPONSIBILITES Such services include, but are not limited to: Receiving communications (written, telephone and electronic) from offices who have a concern or a need around supplies, facilities, or support. Review and verify invoices received at the office, and once are approved either by the owners or the Finance Manager send them via email to the Accounting Department. Follow up the process to ensure payments are made on time. Function as a single point of contact for external providers and serve as a liaison between customers-vendors. Prepare Wire transfers - once approved by the Finance Manager or the owners. Monitor the approval process in which all authorized signatures are obtained in order to expedite the payment. Establish and maintain clear communication with financial institutions in order to verify that wires and other procedures are done correctly and on time. Closely monitoring requests, communicate with the customers, and deliver solutions to requests with sense of urgency. Balance personal owners checkbook maintained in the office. Make sure to reconcile transactions with payments made on behalf of the owners by the office personnel. Establish and maintain official files on specific subject matters. Filing and retrieving corporate records, documents, and reports, as well as contact lists. Responsible for keeping constant communication with corporate agents and other institutions abroad in order to obtain information on a timely basis. Opening correspondence and sort it according to instructions if any. Forward it if required via pouch weekly to the Dominican Republic. Coordinate travel arrangements for the executives, schedule appointments, restaurant reservations, car rental, and purchases of medicines as per request. Submit and reconcile expense reports and petty cash. Maintain and safeguard the petty cash and follow procedures to count balances and preserve assets. Keep Track of insurance renewals annually as well as Property Taxes for owners' units. Coordinate with the HOA any repair that could arise and has been approved by the Finance Manager or the owners. Keep track of the owners' packages coming to the office and inform the owners about it on a timely basis. Wait for instructions, and coordinate shipping of such packages to the Dominican Republic. Prepare weekly deposit of receipts for Patronato Benefico Oriental, send them to the bank institution for deposit, keep record and communicate exceptions on timely basis. Serve as a Public Notary in all legal documents as needed. Handling all correspondence between vendors and personal homeowner's staff. Assisting the Accounting department, if needed. SKILLS AND OTHER REQUIREMENTS Experience with Microsoft Office. Detail-oriented Willing to learn and used to working in a fast-paced environment. Some decisions might have to be made quickly on a daily basis. Able to communicate with owners directly without any of the office's supervisors. Bilingual in English and Spanish is a plus. Location: Miami, Florida We are an equal opportunity employer. We do not discriminate on the basis of race, color, creed, religion, gender, sexual orientation, gender identity, age, national origin, disability, veteran status or any other category protected under federal, state, or local law. All employment is decided on the basis of qualifications, merit, and business need.
