Office Manager

Smartech is a licensed Electronic Security and Solutions Provider located in Doral, FL. The company specializes in cutting‑edge solutions in Video Surveillance, Access Control, Communications Systems Integration Management (CSIM), Fire Detection, and Intrusion Detection systems.

The Office Manager is responsible for coordinating and overseeing daily administrative and operational functions to ensure smooth and efficient office operations. This role requires strong organizational, communication, and multitasking skills, with an emphasis on professionalism, confidentiality, and customer service. The Office Manager will support executive leadership, manage office logistics, assist with client and vendor coordination, and maintain compliance with company policies and legal requirements.

• Oversee daily office functions including mail handling, supply inventory, and facility maintenance.
• Maintain business licenses, permits, and insurance policies (e.g., auto, general liability, worker’s compensation, health related insurance, cyber).
• Coordinate travel arrangements and meeting logistics for executive leadership.
• Organize physical and digital filing systems, ensuring accessibility and compliance.
• Plan and coordinate internal office events, staff meetings, and company functions.
• Update and implement office procedures, including client onboarding packages.
• Serve as the first point of contact for clients and visitors, ensuring a professional and welcoming experience.
• Respond to customer and vendor inquiries via phone and email with a high level of service.
• Support subcontractor onboarding and compliance by maintaining updated documentation (e.g., tax forms, insurance, NDAs).
• Manage builder and contractor communications, ensuring alignment on project timelines and deliverables.
• Track and renew vendor contracts and negotiate pricing and terms as needed.

• Manage technician schedules, ensuring availability of required materials and timely appointment booking.
• Maintain service calendar with a minimum three‑day lead time for field visits.
• Assist in preparing estimates and confirming approvals prior to scheduling work.
• Ensure field technicians arrive on time, complete visit notes, and that clients are updated about any delays.
• Provide accounting team with necessary project and billing data for weekly invoicing.
• Assist with collections and management of client payment methods, including auto‑pay.
• Monitor and manage office‑related expenses and budgets to ensure cost‑efficiency.

• Support recruitment, onboarding, and record‑keeping for new hires.
• Distribute company updates and communications to staff as directed by leadership.
• Assist with maintaining a collaborative and compliant workplace environment.

• Strong organizational, time management, and problem‑solving skills.
• High attention to detail and ability to multitask in a fast‑paced environment.
• Excellent written and verbal communication skills in both English and Spanish.
• Customer service‑oriented with a professional and courteous demeanor.
• Proficient in Microsoft Office (Excel, Outlook, Word, PowerPoint) and cloud‑based tools such as Dropbox, SharePoint, and Smart Sheets.
• Familiarity with Quick Books Online and field scheduling software (e.g., Security Trax) preferred.
• Ability to maintain confidentiality and composure under pressure.

• High school diploma or GED required; associate degree in Business Administration or related field preferred.
• Minimum 3 years of experience in office management, administrative coordination, or customer service.
• Experience in the electronic security or technology industry is a plus.

• Prolonged periods of sitting at a desk and working on a computer.
• Occasional lifting of items up to 20 lbs.
• Must be available for after‑hours or weekend work as needed.
• Moderate noise level in an office setting.
• Occasional travel or off‑site event attendance may be required.

• Bilingual (English and Spanish) – Required.
• Must pass background and credit checks.
• Ability to adapt to shifting priorities and deadlines.