Office Coordinator

Vista Global • Fort Lauderdale, FL

10d • Onsite

About The Position

The Office Coordinator is the onsite face of the Fort Lauderdale office and is responsible for its day-to-day operations. The role owns the front desk and visitor experience, breakroom and pantry service, and general office supply management. It welcomes employees, visitors, candidates, and vendors and keeps shared spaces stocked, clean, and ready for use. Working closely with Facilities, the administrative team, and departments across the business, the coordinator manages conference room scheduling and meeting setup and provides supply and mail support. The position reports to the Director of HRIS and Payroll and has no direct reports.

Vista is a global business aviation company headquartered in Dubai, with a team of over 4,000 experts. Its portfolio of subsidiaries provides worldwide business flight services, including guaranteed and on-demand global flight coverage, subscription and membership solutions, and trading and management services. Vista describes its environment as offering autonomy and responsibility, fast-paced work, hands-on learning, close collaboration, and support from a global community.

Requirements

• High school diploma or equivalent required.
• Valid driver’s license and reliable transportation required.
• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook, and ability to learn room booking systems.
• Working knowledge of office and pantry vendor ordering, inventory management, and tracking spending against an assigned budget.
• Excellent verbal and written communication skills, strong customer-service orientation, and problem-solving skills.
• Organized, flexible, resourceful, enthusiastic, and focused, with excellent follow-through; able to prioritize competing demands and work independently with minimal direct supervision.
• Must maintain strict confidentiality and exercise discretion with sensitive information.

Nice To Haves

• Associate degree or coursework in business administration preferred.
• Two or more years of experience in reception, office coordination, hospitality, or a comparable administrative role preferred.

Responsibilities

• Serve as the primary point of contact for employees, visitors, candidates, and vendors, managing reception operations, visitor access, phone coverage, and mail and package distribution.
• Maintain a professional, organized, and welcoming office environment, including reception, common areas, and shared workspaces.
• Oversee breakroom and hospitality services by managing inventory, coordinating vendor services, monitoring equipment, and maintaining budget compliance.
• Manage office supply and facility inventory, including ordering, receiving, stocking, and maintaining appropriate supply levels.
• Coordinate conference room scheduling and provide meeting support, including room setup, catering, refreshments, and basic audiovisual readiness.
• Track office-related expenses, invoices, and receipts, ensuring timely processing and adherence to established budgets.
• Partner with administrative staff and office coordinators across multiple locations to support consistent workplace operations and service standards.
• Assist with company events, special projects, process improvement initiatives, and general office support activities, including occasional local errands.
• Perform other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED