Office Coordinator

About the Job

The Office Coordinator is responsible for ensuring the smooth operation of daily office activities, front desk management, vendor coordination, facility upkeep, security access management, and administrative support to the Corporate Executive Team. This role plays a critical part in maintaining a welcoming, efficient, and secure environment for employees and visitors.

This position requires proficiency in English and Spanish

Responsibilities

Front Office Management

Serve as the primary point of contact for office-related inquiries and external visitors.

Manage front office operations, including handling incoming calls, correspondence, and scheduling for customers, suppliers, and internal team members.

Maintain a professional and welcoming reception area.

Receive visitors at the Miami office and organize the logistics to properly welcome them.

Organize meeting rooms, ensuring the conditions for efficient meetings.

Facilities Management

Oversee the maintenance and upkeep of the office suite, ensuring a clean, safe, and functional environment.

Manage building and security access, including distributing badges, maintaining usage reports, and serving as backup for security camera management and access control systems.

Responsible for the facilities day-to-day operations; such as distributing building access keys and back-up to security access cards, etc.

Research, coordinate, and maintain relationships with vendors for services such as vending machines, cleaning services, coffee machines, and other office amenities.

Regularly evaluate service contracts to ensure quality and cost-effectiveness.

Supplies Purchasing

Monitor and manage inventory levels for office supplies and equipment.

Research, source, and purchase supplies to ensure cost-effectiveness and quality.

Manage relationships with suppliers and negotiate favorable terms as needed.

Administrative Support

Provide comprehensive administrative support to the Corporate Executive Team, including calendar management, meeting coordination, and document preparation.

Assist with travel arrangements, expense reporting, and event planning as required.

Handle confidential information with discretion and professionalism.

Process Improvement

Identify and implement opportunities to enhance office operations and efficiency.

Develop and maintain office procedures and best practices to streamline workflows.

Qualifications and Experience

High school diploma or equivalent; Associate’s degree or higher preferred.

Previous experience in reception or administrative roles.

Skills/Knowledge Requirements

Proficient in English and Spanish, with exceptional written and verbal communication skills tailored to diverse audiences.

Demonstrates strong ability to prioritize tasks, manage time effectively, and maintain order in a dynamic environment.

Works effectively across all levels of the organization, fostering a culture of teamwork and cooperation.

Skilled in Microsoft Office Suite (Word, Excel, Outlook) to create documents, manage correspondence, and organize data efficiently.

Delivers a high level of support and responsiveness, ensuring satisfaction for both internal and external stakeholders.

Upholds a high standard of personal integrity, with the ability to handle sensitive and confidential information responsibly and professionally.

We offer a competitive salary plus benefits that include:

Medical, Dental, Life Insurance and Employee Assistance Program

Paid Time Off (Sick & Vacation), 18 Company paid holidays

401K plan with company match

Employee Referral Bonus

Open and team-oriented work atmosphere

Career development and advancement opportunities