Bilingual English – Spanish Office Manager

The Office Manager coordinates day-to-day office operations and provides administrative, financial-process, shipping-documentation, vendor, and facilities support. This role helps maintain an organized, professional, and efficient workplace while supporting employees, visitors, meetings, and cross-functional business needs.

KEY RESPONSIBILITIES

• Office Administration & Document Control
• Coordinate daily administrative activities to support efficient office operations.
• Maintain organized electronic and physical files, records, forms, and business documents.
• Prepare, review, format, and distribute internal documents and administrative correspondence.
• Monitor general office needs and help ensure administrative processes are completed accurately and on time.
• Communicate with employees and business contacts regarding routine administrative matters.
• Assist the Accounts Payable team with invoice documentation, payment-processing support, and related administrative tasks.
• Follow up on outstanding invoices, missing paperwork, and documentation discrepancies.
• Create and maintain Excel spreadsheets to track invoice transactions, dates, inventory, and shipment details.
• Provide additional administrative support to Accounts Payable as requested.

3.Shipping, Logistics & Commercial Documentation

• Request, prepare, or coordinate commercial invoices for domestic and international shipments.
• Compile shipment information and verify that required shipping documentation is complete and accurate.
• Coordinate shipping paperwork and communicate with carriers, suppliers, and internal teams regarding deliveries.
• Maintain shipment records and supporting documentation for tracking, reference, and audit purposes.
• Help resolve delivery delays, tracking issues, and documentation discrepancies through timely follow-up with carriers and suppliers.

4.Office Management, Supplies & Workplace Readiness

• Monitor office supply inventory and replenish supplies to support daily business needs.
• Maintain shared office areas and ensure snacks, beverages, and other basic refreshments are stocked for employees and guests.
• Prepare and arrange meeting refreshments and food orders with approved vendors.
• Set up meeting rooms according to the meeting organizer's instructions and ensure spaces are ready for use.
• Prepare office work spaces and coordinate basic setup for new employees.
• Maintain a clean, organized, and professional office environment, including removing meeting-related waste and addressing overflowing trash as needed.

5.Facilities, Maintenance & Building Coordination

• Submit and follow up on work orders with building management for repairs, maintenance, access fobs, and other facility-related needs.
• Coordinate requests for office access devices and communicate facility issues to the appropriate building contacts.
• Monitor outstanding maintenance requests and provide updates to relevant internal contacts when needed.

6.Meeting & Internal Team Support

• Assist with meeting preparation, including room setup, refreshments, supplies, and other logistical arrangements.
• Coordinate with meeting organizers to confirm requirements and help ensure meetings run smoothly.
• Provide general administrative and operational assistance to employees and departments as priorities arise.

Physical Requirements

• Must be able to lift and carry up to 60 pounds independently.
• Ability to stand, walk bend, and perform physical tasks as required for the position.

CORE SKILLS & COMPETENCIES

• Office administration and day-to-day operational coordination
• Microsoft Office, including Word and Excel; spreadsheet creation and data tracking
• Document control, filing, data entry, and recordkeeping
• Professional written and verbal communication
• Vendor, supplier, carrier, and building-management coordination
• Organization, attention to detail, prioritization, and time management
• Problem-solving, follow-through, and cross-functional support

QUALIFICATIONS

• Experience with administrative and clerical work Proficiency in Microsoft Office suite
• Strong ability to multitask
• Friendly and upbeat demeanor
• On-site
• Location:
  
  North Miami
• Training will be provided.
• Salary range $40,000 - $45,000 per year.