Responsibilities for the Office Coordinator include but may not be limited to:
Manage office supplies and maintain inventory of mailroom, conference rooms, Team Member Lounge and place orders as necessary while watching the budget
Receive and sort incoming mail and deliveries
Managing incoming and outgoing correspondence, including emails, faxes, mail and packages using couriers or regular mail
Answering incoming calls, emails, prioritizing issues and responding to any requests possible
Overseeing administrative support when needed by other departments
Order meals as needed for meetings and allocate charges to appropriate department
Process work orders with building maintenance for lighting, AC, plumbing issues, etc.
Process access cards for parking, building, office, copy machine. Same access card is used for all.
Process invoices for all supplies: conference rooms, TM Lounge, office
Partner with HR to maintain office policies as necessary
Partner with HR on New Hires/Terminations
Partner with HR on recruiting staff when needed
Partner with HR on activities and team building throughout the year
Organize work area for all new Team Members and terminations including supplies, equipment, name insert.
Maintain open communications of procedures/updates/Announcements via Teams Folders for all MRO Team Members
Maintain Calendar for both Boardrooms
Work with Workplace Services on upgrading equipment, i.e. copy machines etc.
Work with building management on Life Safety for building
Renew yearly permit for Fire Life Safety
Oversee Monthly AC vendor for computer room. AC Needs to be cleaned monthly and filter changed out.
Oversee maintenance team to ensure office is clean, safe and ensure appliances are in good working order.
Support departments when needed on ordering equipment or returning equipment
Liaison between building management and MRO. Work with building management company to ensure TMs follow policies and procedures of the building and parking garage
Work with Workplace Services on upgrades or changes to the office
Coordinate with IT on office equipment installation, i.e. telephones, copy machines etc.
Manage relationships with vendors, service providers. Responsible in maintaining office efficiency and carrying out planning and execution of equipment procurement, layouts and office systems.
Provide general support to Visitors/Guests
Problem solving on issues relating to the office
Maintain MRO Floor MAP via collective view to ensure we have proper count of seats.
Inform accounting of any changes to ensure costs are allocated to proper departments
Work with Workplace Services on service page in the lobby
Ensure office is organized and maintained at all times
Maintain inventory on off-site storage
Validate Parking Tickets
Member of the Emergency Task Force Team for MRO
Maintain contact lists for all CALA Hotels including General Managers
Manage Petty Cash for the office
Qualifications
The success in this role will demonstrate itself through the following attributes and skills:
Hospitable and service oriented
Project Management Skills
Office Administration – ordering of equipment, office supplies, invoice and vendor management, booking of meeting rooms
Event Administration- ordering of meals and coffee breaks, set-up and take down of all breaks; expense report management of associated events
Problem solving capabilities, takes initiative to make things better. Continuous improvement mindset.
Highly collaborative team player
Ability to follow through on each task and keep track of multiple responsibilities at once.
Strong written and verbal communication skills
Excellent organizational and time management skills
English and Spanish fluency
Ability to direct collaboration among the team and external resources.
Demonstrates the highest standards of ethical behavior and absolute discretion with sensitive information.
Ability to take initiative to identify, prioritize and implement actions required to achieve functional goals.
Strong organizational skills and ability to manage multiple projects and work effectively under time and resource constrains.
Open-minded, flexible, creative and uses initiative to resolve issues.
Maintain a high level of professionalism in dealings with customers and internal stakeholders whether face-to-face, on the phone, or via other channels.
Required Qualifications
Minimum Education: High School/GED
Minimum Years of Experience: Minimum of 3 years of administrative/clerical experience
Proficient knowledge of MS Office (Microsoft Word, Outlook, Excel & PowerPoint proficiency); good knowledge of MAC and PC required
Fluency in English and Spanish (ability to read, write, speak)
Preferred Qualifications
Associate's Degree/College Diploma
Prior experience and knowledge in the hospitality industry
International experience advantageous
Working knowledge of other languages
Experience working in multi-cultural or international settings
Position is offered by a no fee agency. Location : 5201 BLUE LAGOON DRIVE, Suite 600, Miami, Florida, United States, 33126 About Us: Established in 2004, SPECTRAFORCE® is one of the largest and fastest-growing diversity-owned staffing firms in the US. The growth of our company is a direct result of our global client service delivery model that is powered by our state-of-the-art A.I. proprietary talent acquisition platform, robust ISO 9001:2015/ISO 27001 certified processes, and strong and passionate client engaged teams. We have built our business by providing talent and project-based solutions, including Contingent, Permanent, and Statement of Work (SOW) services to over 140 clients in the US, Canada, Puerto Rico, Costa Rica, and India. Key industries that we service include Technology, Financial Services, Life Sciences, Healthcare, Telecom, Retail, Utilities and Transportation. SPECTRAFORCE is built on a concept of “human connection,” defined by our branding attitude of NEWJOBPHORIA®, which is the excitement of bringing joy and freedom to the work lifestyle so our people and clients can reach their highest potential. Learn more at: http://www.spectraforce.com
Benefits: SPECTRAFORCE offers ACA compliant health benefits as well as dental, vision, accident, critical illness, voluntary life, and hospital indemnity insurances to eligible employees. Additional benefits offered to eligible employees include commuter benefits, 401K plan with matching, and a referral bonus program. SPECTRAFORCE provides unpaid leave as well as paid sick leave when required by law.
Equal Opportunity Employer: SPECTRAFORCE is an equal opportunity employer and does not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, sexual orientation, gender identity, genetic information, disability or veteran status, or any other category protected by applicable federal, state, or local laws. Please contact Human Resources at LOA@spectraforce.com if you require reasonable accommodation. At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position’s starting pay is: $25.05/hr.
