Office Coordinator

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Job description

OPPORTUNITY

As a Fengate ambassador, the Office Coordinator will be a key player in the day-to-day office coordination and elevate the level of executive support as a trusted advisor and confidante. The successful candidate must have a genuine interest in understanding Fengate's business as they will be key to its continued success and growth. They must have experience in a fast-paced, dynamic environment where a high degree of professionalism, confidentiality, and flexibility are required. The individual will be a proactive performer that demonstrates excellent initiative and judgment. The ideal candidate will be responsible for managing the front desk as the first point of contact for all guests and employees, provide administrative support to our executives, will be professional, punctual, a quick learner with a best-in-class customer service attitude, and a high sense of ownership in their work. This position reports to the Director, Internal Operations.

KEY RESPONSIBILITIES

Front Desk/Office Administration

Serve as the face of our Miami firm, embodying Fengate's values and providing a welcoming and professional first impression for all guests and employees.

Coordinate logistics for internal and external meetings, including scheduling, preparing the boardroom, managing the boardroom calendar, and coordinating catering requests to ensure seamless execution.

Efficiently managing incoming calls, ensuring they are directed to the appropriate staff members.

Oversee the timely and accurate distribution of incoming and outgoing mail and deliveries, maintaining a high level of organization and efficiency.

Maintain office and kitchen inventory, ensuring all supplies are well-stocked and organized to support daily operations.

Liaise with building Property Management to promptly address and oversee repairs and maintenance, ensuring a well-maintained office environment.

Organize and coordinate office operations, proactively addressing any pertinent issues and reporting to the Director of Internal Operations.

Support HR and IT with onboarding new employees, ensuring a smooth and professional transition into the organization.

Assist with the coordination and execution of in-office events, ensuring all details are meticulously managed to reflect Fengate's standards.

Executive and Corporate Services Support

Provide administrative support for Executive and Corporate Services, ensuring seamless operations and high-level efficiency.

Liaise with and support executive assistants in addressing executive leadership team requests, fostering a collaborative and responsive environment.

Coordinate in-town travel, dining, transportation and meeting requests for executive team, ensuring all arrangements are efficient and meet the team's needs.

Collaborate with all business units to deliver comprehensive in-office support, demonstrating flexibility and a proactive approach to problem-solving.

Maintain effective relationships with internal teams and key external stakeholders, including investors and partners.

Perform ad-hoc administrative duties as needed, showcasing excellent initiative and sound judgment to support the executive team effectively.

Requirements

KEY QUALIFICATIONS

College graduate or equivalent.

Minimum of 5 years' experience in office management, showcasing a proven track record in overseeing office operations.

Demonstrated ability to manage multiple tasks and activities effectively in a dynamic, fast-paced environment.

Proficient in Microsoft Office, with specific expertise in Word, Excel and PowerPoint, ensuring efficient handling of office documentation and data management.

Exceptional interpersonal and communication skills, enabling effective interaction with colleagues, clients, and stakeholders.

Quick learner with the ability to adapt to new software and systems, ensuring seamless integration of technological tools.

High degree of attention to detail, ensuring accuracy and precision in all tasks.

Strong problem-solving abilities, sound decision-making skills, and good judgment, contributing to effective office management.

Strong problem-solving, sound decision making and good judgement.

Ability to work with minimal supervision, demonstrating self-motivation and a proactive approach to responsibilities.

CORE COMPETENCIES

Being Authentic: Inspiring trust and being courageous

Focusing on Performance: Being accountable and driving results

Understanding Stakeholders: Knowing the needs of those who rely on you

Building Effective Relationships: Collaboration and communication

LOCATION

This position is based out of our Miami office and requires the individual to be present in the office five days a week. Office hours are Monday to Thursday from 8:30 AM to 5:00 PM, and Friday from 8:30 AM to 4:00 PM.

Fengate is an equal opportunity employer, we strive to attract and retain a diverse workforce and are committed to promoting diversity, equity, inclusion, and belonging in the workplace. It is a core priority at Fengate to create, operate with, and continuously grow and sustain an inclusive culture that respects and connects the diversity of our team, our clients, our partners, and the communities we work in.

We are committed to providing accommodation for persons with disabilities. If you require accommodation, we will work with you to meet your needs.

We thank all applicants for their interest in this position; however, only candidates selected for an interview will be contacted.

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