Office Coordinator

GMGVIP, LLC • West Palm Beach, FL

131d • $50,000 - $55,000

About The Position

The Office Coordinator creates a welcoming, organized, and well-run office environment, provides administrative support to leadership and internal teams, and serves as backup to the Office Assistant when additional executive or logistical support is needed. The role supports daily office operations, front-office hospitality, meetings and events, vendor coordination, and timely follow-through on office and leadership requests. The ideal candidate is upbeat, observant, proactive, polished, and able to anticipate needs and take initiative.

Requirements

• Previous experience in a luxury hospitality environment such as a country club, private club, luxury hotel, resort, concierge desk, or hotel front desk is required.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and professionalism at all times.
• Proficiency with Google Workspace, Microsoft Office, and scheduling platforms.
• Ability to work flexible hours when needed, including a few remote hours on a weekend.
• Ability to occasionally provide additional or remote support outside normal business hours when business needs require it.

Responsibilities

• Support the daily opening, organization, and readiness of the office.
• Maintain a professional, welcoming, and organized front-office environment; greet employees, visitors, vendors, and guests with a hospitality-focused approach.
• Monitor conference rooms and common areas to ensure they are clean, organized, stocked, and meeting-ready.
• Coordinate incoming and outgoing mail, packages, deliveries, and shipments.
• Monitor and maintain office, kitchen, and meeting supplies, and proactively identify and address office needs.
• Coordinate office maintenance requests and communicate with building management and outside vendors.
• Assist with capturing and coordinating social media content related to office events, employee engagement, company culture, and special occasions as needed.
• Assist with employee celebrations, office events, meetings, lunches, and company activities.
• Provide administrative support to leadership and internal teams.
• Assist with calendar coordination, appointments, meetings, and reservations.
• Prepare meeting materials, schedules, documents, and other administrative support materials; help coordinate internal and external meetings.
• Assist with professional correspondence and follow-up.
• Maintain organized digital files, contacts, records, and office documentation.
• Track outstanding requests and ensure timely follow-through.
• Back up the Office Assistant when additional coverage or support is needed, including providing front-office or administrative coverage during absences, meetings, or high-volume periods.
• Assist with executive scheduling, reservations, transportation, and travel coordination when requested; help prepare itineraries and schedules.
• Assist with special requests and time-sensitive leadership needs, and communicate with the Office Assistant to ensure seamless coverage and continuity.
• Communicate with office vendors, building management, hospitality partners, and service providers.
• Coordinate catering, restaurant reservations, deliveries, transportation, and meeting logistics as needed.
• Maintain vendor information and assist with scheduling recurring services.
• Help ensure guests and leadership receive a polished, high-touch experience; confirm arrangements in advance.
• Troubleshoot changes or unexpected issues calmly and professionally.

Benefits

• Paid time off and holidays.
• Health, dental, and vision benefits available after 60 days.
• Opportunity to work in a dynamic, fast-moving environment with high-level exposure.

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed