Office & Finance Coordinator

Reports to: Head of Finance and General Services

Kendu is a global company with 25 years of experience pioneering in-store visual solutions for the retail market, with operations across Europe, the US, and LATAM. Kendu designs, manufactures, and manages products and services in-house to provide high-quality solutions to retail clients.

• We are looking for a highly organized, proactive, and service-oriented Office Office Office  & Finance Coordinator
• to help ensure that our Miami office operates smoothly, professionally, and efficiently. This position combines
• office and general services coordination with meaningful finance and customer account support.
• The role is approximately 60% focused on Office & General Services and 40% on Finance support, with strong
• interaction across Finance, HR, IT, employees, customers and external vendors.

Office & General Services (60%)

• Keep the office, facilities, and work spaces organized, functional, well presented, and ready for employees and visitors.
• Coordinate preventive and corrective maintenance, office services, supplies, furniture, and recurring operational needs.
• Manage vendors and service providers: request and compare quotes, negotiate commercial terms when appropriate, coordinate contracts and renewals, and follow through on service issues.
• Maintain visibility on contracts, renewals, expiration dates, budgets and recurring commitments, proactively identifying upcoming needs.
• Provide a professional and welcoming experience at the front door and by phone, with courteous and responsive service to employees, visitors, and vendors.
• Partner with IT to ensure employees have the tools and equipment they need; support onboarding, replacements, offboarding and technology-renewal planning.
• Partner with HR on monthly and quarterly employee events, ensuring spaces, supplies, catering, services and other logistics are ready and issues are resolved quickly.
• Maintain organized records and propose practical improvements that increase efficiency, reduce cost and improve the internal customer experience.

Finance Support (40%)

• Receive, organize and enter vendor invoices into the appropriate ERP/system so Finance can validate, approve and pay them.
• Follow up on missing information, discrepancies and documentation related to Accounts Payable (AP).
• Prepare and send customer invoices according to account requirements and billing schedules.
• Upload invoices and supporting documentation to customer portals such as SAP, Coupa and other required platforms, ensuring submissions meet customer requirements.
• Support Accounts Receivable (AR) follow-up, including statements, outstanding balances, payment commitments and collection status updates.
• Process and report credit-card receipts/payments and provide the information Finance needs for proper application and reconciliation.
• Escalate customer credit concerns or situations that may require a review or increase of credit limits to Finance for evaluation.
• Support customer and vendor account documentation, corporate-card records and other administrative finance tasks assigned by Finance.

• 2–3 years of experience in office administration, workplace/facilities coordination, vendor management, purchasing and/or finance administration.
• Experience with AP/AR, billing, collections support or related finance processes is strongly preferred.
• Strong organizational skills and the ability to prioritize multiple requests, deadlines and vendors with consistent follow-through.
• Professional presence, excellent customer-service mindset and a courteous communication style with employees, customers and vendors.
• Proactive, responsible and detail-oriented, with the ability to anticipate needs and solve day-to-day issues…