Office Coordinator

Aston Carter•Miami, FL

4d•$26 - $31•Onsite

About The Position

The Office Administrator plays a key role in supporting the day-to-day operations of a busy Miami office. This position serves as the central point of contact for office administration, executive support, employee coordination, and facility management, ensuring a professional, organized, and welcoming environment for employees, customers, and visitors. The role requires a proactive, detail-oriented professional who is comfortable working independently, balancing multiple priorities, and supporting both local and remote stakeholders.

Requirements

3+ years of experience in office coordination, office administration, executive support, or similar administrative roles.
Advanced proficiency with Microsoft Outlook, Teams, Excel, Word, and PowerPoint.
Experience managing calendars, scheduling meetings, and coordinating executive activities.
Strong organizational skills with the ability to prioritize multiple tasks, deadlines, and competing priorities.
Experience handling confidential and sensitive information with professionalism and discretion.
Ability to support multiple stakeholders in a fast-paced environment while maintaining high accuracy and attention to detail.
Strong multitasking abilities and a proactive approach to taking initiative.
Excellent customer service skills and professional verbal and written communication abilities.
Strong problem-solving skills and sound judgment when addressing issues and supporting employees.
Comfortable learning and utilizing emerging technologies, including AI tools such as Microsoft Copilot.
Ability to collaborate effectively with teams across different locations and time zones.

Nice To Haves

3+ years of experience in office administration, office coordination, executive support, or a similar role preferred.
Bilingual English/Spanish communication skills are preferred but not required.
Experience supporting senior leaders or executive teams.
Exposure to HR functions, including onboarding and employee engagement initiatives.
Experience coordinating facilities, building access, vendor management, or workplace services.
Exposure to HR, facilities, or employee engagement activities is a plus.
Familiarity with AI productivity tools such as Microsoft Copilot.

Responsibilities

Serve as the first point of contact for visitors, walk-in customers, and incoming phone calls, providing a professional and friendly experience.
Manage incoming and outgoing mail, including scanning, distributing, and handling documents accurately and efficiently.
Maintain office supplies and inventory levels, and coordinate with vendors to ensure timely delivery of products and services.
Coordinate office events, employee meetings, volunteer activities, and team lunches to support engagement and collaboration.
Ensure the office environment remains organized, professional, and operating smoothly on a daily basis.
Provide administrative support to company leaders and executives, including handling routine and ad hoc requests.
Coordinate calendars, schedule meetings, and send Outlook invitations on behalf of leadership and key stakeholders.
Assist with meeting logistics, including preparing materials, organizing resources, and managing follow-up activities.
Track deadlines and help ensure required documentation, projects, and tasks are completed on time.
Serve as a liaison between leadership and various business teams, facilitating clear and timely communication.
Partner with Human Resources to support onboarding and employee-related processes and activities.
Assist with sensitive employee matters while maintaining the highest level of confidentiality and discretion.
Help facilitate new hire activities and office-based employee experiences to ensure a smooth transition into the organization.
Support employee communication initiatives and office engagement efforts that promote a positive workplace culture.
Coordinate with IT teams regarding office technology, employee equipment needs, and basic troubleshooting support.
Work closely with property management on building access, parking assignments, badges, and office services.
Assist with office maintenance requests and vendor coordination to ensure facilities are properly maintained.
Collaborate effectively with teams across multiple locations and time zones to support business operations.