Office Administrator

A-CAP Services LLC•Miami, FL

8d•Onsite

About The Position

We’re looking for a dynamic, highly organized Office Administrator to oversee the daily operations of our newly opened Miami office. This is a key position for someone who thrives in a fast-paced, high performing environment and is passionate about delivering exceptional support. In this role you’ll be responsible for hands-on office organization, coordinating vendors and facilities, supporting in-office operations, and proactively solving day-to-day challenges. You’ll serve as the central point of contact for the office, ensuring everything runs smoothly, efficiently, and professionally, while exercising sound judgment, flexibility, and discretion. At A-CAP, you’ll be part of a tight-knit, mission-driven team where your work has a real impact. You’ll help shape the culture and rhythm of the Miami office, supporting a workplace that reflects energy, excellence, and collaboration. If you enjoy being the go-to person who keeps things running seamlessly and takes ownership of the office environment, we want to hear from you!

Requirements

Experience: 5+ years in office administration or similar role, preferably within private equity, investment management, finance, or other professional services.
Professionalism: High level of discretion, diplomacy, and confidentiality in all matters.
Organization: Exceptional time management, ability to multitask, and attention to detail.
Communication: Excellent verbal and written skills; ability to present information clearly and concisely.
Technology Skills: Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint); ability to quickly learn additional systems (conferencing tools, etc.) and provide on-site assistance to remote IT support teams.
Problem Solver: Proactive, analytical, resourceful and solution-focused mindset.
Good Judgement: Ability to work independently, make sound judgments, and manage competing priorities.
Team Player: Strong interpersonal skills, and customer service mindset.
Adaptability: Thrives in a fast-paced, dynamic, and sometimes stressful environment.

Nice To Haves

Education: Bachelor’s degree preferred or equivalent relevant experience.

Responsibilities

Perform reception duties by welcoming visitors and guests, managing phone inquiries, and handling incoming/outgoing mail and packages in compliance with security protocols.
Oversee daily office operations to ensure a professional, welcoming, and well-maintained workplace.
Handle office facilities, including space upkeep, vendor coordination, repairs, equipment, and supplies.
Negotiate the purchase of office supplies, equipment, and services in accordance with budgetary guidelines.
Partner with HR on office layout planning, seating arrangements, internal moves, and onboarding/offboarding coordination.
Collaborate with HR to support employee experience through events, office celebrations, and engagement initiatives.
Executive support: Provide the Executive team assistance with direct troubleshooting, and coordination with remote IT support.
Onboarding/Offboarding: Support HR and remote IT team with desktop setup, workstation configuration, and software installation for onboarding employees.
Office technology: Support A/V functions including video-conferencing equipment, video-walls, streaming services
Employee support: Act as a liaison between on-site employees and IT for troubleshooting technical issues, while ensuring compliance with A-CAP's cybersecurity protocols during equipment handling.
Resourcefulness with evolving technology.