Office Coordinator

H.I.G. Capital•Boca Raton, FL

About The Position

The Office Coordinator will play an integral role in supporting the daily operations of the office and ensuring a professional, efficient, and welcoming work environment. This role is ideal for a proactive, highly organized individual with strong attention to detail and a passion for providing exceptional administrative support. The successful candidate will work closely with the Office Manager and other administrative team members to maintain smooth day-to-day operations, manage supplies and vendors, assist with meeting coordination, and contribute to employee engagement initiatives.

Requirements

High School Diploma or equivalent required. Bachelor’s degree preferred; relevant administrative experience may substitute.
3-5 years of experience as an administrative assistant, office coordinator, or similar support role.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Strong organizational and multitasking skills with excellent attention to detail.
Exceptional verbal and written communication skills.
Professional, polished demeanor and strong interpersonal skills.
Ability to manage multiple priorities in a fast-paced environment.
Dependable, proactive, and solution-oriented mindset.
Team player who can work both independently and collaboratively.
Ability to handle confidential information with discretion.

Responsibilities

Serve as a primary point of contact for general office inquiries and requests.
Maintain detailed calendars, contacts, and databases potentially for multiple professionals, while maintaining accuracy and confidentiality
Process and reconcile travel and expense reimbursement requests while adhering to company policy and guidelines
Coordinate travel arrangements for domestic and international travel, assuring optimization of traveler’s time in conjunction with their schedule. Responsibilities will include; booking of flights, hotel accommodations, transportation, reservations, preparing itineraries, and coordination of meetings
Manage office supply inventory, process orders, and liaise with vendors and service providers.
Process and reconcile travel and expense reimbursement requests while adhering to company
Support onboarding activities for new hires, including preparing workstations, materials, and welcome communications.
Provide IT with back-up for technology support.
Ensure shared spaces (conference rooms, reception, kitchen, etc.) are organized, well-stocked, and presentable.
Assist with mail and package distribution, and support light facilities management (e.g., maintenance requests, security badges).
Uphold H.I.G.’s standards of professionalism, confidentiality, and collaboration in all interactions.