Retail Administrative Assistant

Overview

"IF YOU CREATE THE STAGE SETTING AND IT IS GRAND, EVERYONE WHO ENTERS WILL PLAY THEIR PART." - Morris Lapidus A spectacular blend of Golden Era glamour and modern luxury, Fontainebleau today reinvents the original vision of legendary architect Morris Lapidus - a stage where everyone plays their unique part. At Fontainebleau, striking design, contemporary art, music, fashion and technology merge into a vibrant new kind of guest experience. Guests are invited to enter a world where they are free to play, shop, dine, spa, meet or simply relax - however they define a perfect day. Situated on oceanfront Collins Avenue in the heart of Millionaire's Row, Fontainebleau Miami Beach is one of the most historically and architecturally significant hotels on Miami Beach. Opened in 1954 and designed by Morris Lapidus, it was the most luxurious hotel on Miami Beach, and is thought to be the most significant building of Lapidus' career.

Responsibilities

The Retail Administrative Assistant supports the daily operations of the hospitality retail department by providing administrative, clerical, and customer-service support. This role ensures smooth coordination between retail outlets, management, and guests while maintaining high standards of organization, accuracy, and hospitality service. The ideal candidate is detail-oriented, proactive, and comfortable working in a fast-paced environment.  Examples of Duties, includes but is not limited to the following:  

Administrative & Office Support

• Maintain organized filing systems (digital and physical), including invoices, purchase orders, inventory records, and vendor documentation.
• Prepare daily/weekly/monthly sales and inventory reports.
• Assist with scheduling, timekeeping, and communication for retail team members.
• Coordinate with Finance and procurement on billing, receipts, and reconciliation tasks.
• Coordinate domestic and international shipments, ensuring compliance with customs, freight, and import/export requirements.
• Communicate with global suppliers, freight forwarders, and logistics partners to track shipments and resolve delays.
• Monitor shipment timelines, update inventory systems, and notify stakeholders of delivery schedules and issues.
• Assist with receiving processes and ensure accurate reconciliation of incoming goods.
• Work extended hours on a computer performing data entry, reporting, email communication, and document preparation.

Retail Operations Support

• Support retail managers in executing merchandising plans, inventory audits, and product rollouts.
• Assist with pricing updates
• Track and report stock levels, slow-moving items, and re-order needs.

• Experience in luxury or resort environments is a plus.

Qualifications

• Proficiency using computers and standard office software.
• Strong written communication, analytical, and problem-solving skills.
• Knowledge of basic principles and practices related to organization, planning, records management, and general administrative tasks.
• Ability to communicate clearly and effectively.
• Ability to operate standard office equipment, including computers, telephone systems, calculators, copiers, and fax machines.
• Ability to understand and follow oral and written instructions.
• Requires high school education or equivalent.
• Five years’ experience as an administrative assistant or office administrator with increasing responsibilities in a high-volume environment.