Administration Coordinator

Where passion meets opportunity

The best of your adventures is the one you have yet to sail!

Your Purpose

MSC Cruises, the world’s third largest cruise line brand is expanding its Facilities team in the USA.  Reporting to the Facilities Manager, the Administration Coordinator will manage our first-floor reception desk and oversee daily mailroom operations. This position requires someone with a sharp eye for detail, strong communication skills, and a background in security, facilities support, or safety operations.

Acting as the first point of contact for all visitors and deliveries, representing our organization with professionalism and ensuring that access control, visitor management, and mail handling protocols are executed with precision. This role is critical to maintaining a secure, welcoming, and well-organized office environment.

This position requires 5 days per week in the office, in Miami. 

Your Impact

• Reception & Visitor Management

• Greet all guests, clients, and vendors in a professional, courteous, and efficient manner
• Enforce security protocols by verifying and logging visitors, issuing temporary badges, and ensuring proper escorting procedures are followed
• Monitor access control systems (cameras, card readers, etc.), including issuing, tracking, and deactivating employee and visitor badges
• Coordinate guest parking arrangements, including pre-registration and access authorization
• Provide backup support for the 7th-floor reception desk when needed

• Mailroom & Package Handling

• Receive, sort, log, and distribute incoming mail and packages, prioritizing secure and timely handling
• Coordinate outbound shipments and courier pickups with attention to sensitive or confidential materials
• Notify staff of incoming packages and deliver items to departments when appropriate
• Maintain up-to-date mailroom logs and documentation for internal tracking

• Facilities & Administrative Support

• Ensure reception and mailroom areas remain clean, organized, and compliant with safety and operational standards
• Act as a liaison between Facilities Management and vendors, coordinating access and service schedules as needed
• Support internal teams with clerical and logistical tasks, such as inventory checks, minor equipment coordination, and supply management
• Order office and pantry supplies, maintaining optimal inventory levels and managing vendor relationships related to supply procurement
• Assist in emergency procedures, safety drills, and building evacuations in coordination with the Facilities or Security teams
•  Coordinate workspace changes, minor office build-outs, and space planning projects, including managing and maintaining accurate seating charts for each office suite
• Perform other administrative, office coordination, or facilities duties as needed

Your Journey so far

• High school diploma or equivalent required; associate’s degree or security certification (e.g., CPR, First Aid, OSHA, or similar) a plus
• 1–2 years of experience in one or more of the following: front desk reception, security operations, mailroom logistics, or facilities coordination
• Working knowledge of physical access control systems, visitor management tools, and security best practices
• Strong organizational and multitasking skills with a high level of attention to detail
• Excellent, interpersonal and communication skills, with the ability to remain calm and professional under pressure
• Basic computer proficiency (Microsoft Suite, visitor management systems, badge printers)
• Able to lift and carry packages up to 30 lbs and stand for extended periods
• Must be punctual, reliable, and able to work independently while collaborating across departments

• Previous experience working in high-security or regulated environments (e.g., legal, finance, healthcare, or government sectors)
• Familiarity with emergency response protocols and building access procedures
• Self-starter mindset with a problem-solving attitude and commitment to continuous improvement
• Bilingual skills (Spanish/English) preferred

Your Essentials

• US Passport or US Permanent Resident
• MSC Cruises is an E-Verify employer

MSC Cruises USA is an equal opportunity employer that complies with all applicable federal, state, and local laws, rules and regulations. It is our policy to employ and promote qualified candidates without discrimination on the basis of race, color, sex, age, origin, sexual orientation, marital status, disability or any other characteristic protected by law. Our hiring decisions are based solely on merit, qualifications and business needs.

Our commitment

We are committed to building a future that values diverse perspectives, embraces the world beyond borders, and fosters an inclusive environment where every individual feels valued, respected and empowered to be their authentic selves. Our commitment extends to taking meaningful, measurable actions that have a long-term positive impact on our guests, our employees and our planet.

Ready to turn your passion into something extraordinary? Join us at MSC Cruises, where new opportunities await. Apply today to be part of a global team that is pushing boundaries and achieving something remarkable. Your journey starts here!