Professional - Office Coordinator

Job#: 3021988

Job Description:

Apex Systems is hiring for an Office Coordinator to support their large hospitality client here in Miami, FL. If interested, please send your resume to Cameron at [email protected]

Title:

Office Coordinator

Location:

Miami, FL (on-site)

Length: 12+ Month Contract (possible extension)

Position Summary:

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 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/Hilton 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 client MRO. Work with building management company to ensure TMs follow policies and procedures of the building and parking garage

* Work with company's 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

* 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…