Office Coordinator

Hernandez Construction is moving away from the traditional executive assistant model. We are seeking a Digital Operations & Office Coordinator who functions as a "Chaos Coordinator" and efficiency expert. This role is an ideal career launchpad for a high-intelligence, tech-native graduate who wants to bypass standard entry-level silos and learn the construction industry from the top down.

You won't just be managing a calendar; you will be managing our most valuable resource: time. As a fresh professional looking to make an immediate impact, you will be the glue that holds our daily operations together. You will transition from high-level executive support to hands-on office management without missing a beat, gaining a front-row seat to how a major firm operates and scales.

What You’ll Do

Executive Synergy & Tech Integration

• Time Management: Manage the CEO’s time-blocking to prevent interruptions and act as a proactive filter for the team.
• AI Revolution: Revolutionize our documentation. You will be responsible for scanning, archiving, and using AI tools to make meeting notes and historical reports instantly searchable and actionable.
• Meeting Support: Schedule follow-ups, set up virtual meeting links, and prep printed materials (agendas, decks, and briefs) for daily reviews.

Office Operations & Culture

• Facility Ownership: Take full ownership of the Las Olas office environment. This includes managing building requests (parking, guest passes), scheduling deep cleans, and ensuring the suite is always "client-ready."
• Logistics: Manage Amazon shipments, retrieve and sort daily mail, and maintain organized storage areas.
• Team Experience: Lead the logistics for team workshops and meetings, including lunch coordination and hotel bookings to create a high-performance environment for the staff.
• Reception: Greet guests and visitors with a professional and welcoming presence.

Compliance & Administrative Support

• Vendor & Entity Management: Coordinate filings with registered agents (CSC), audit annual reports, and track entity deadlines.
• Insurance & Risk: Manage and follow up on Certificates of Insurance (COIs) and update certificate holders for insurance purposes.
• Communication: Review weekly Abby Connect reports, manage call log summaries, and route incoming inquiries to the appropriate team members.
• Financial Coordination: Track missing receipts/memos and coordinate routine accounts payable items with the finance department.

Marketing & Design Support (Preferred Proficiency)

While not a requirement, candidates with Adobe InDesign proficiency will have the opportunity to assist with:

• Designing marketing collateral (brochures, project flyers, and one-page summaries).
• Developing visually compelling proposals and pitch decks for new business opportunities.
• Creating designs for construction site signage and large-format materials.
• Maintaining a library of templates to ensure brand consistency across the company.

Who You Are

• Tech-Forward: You don't just use a computer; you use AI to work faster. You are curious about new software and how it can automate "busy work."
• Highly Organized: You find peace in order. You see a messy office or a cluttered calendar and feel a physical need to fix it.
• Fluent & Articulate: You have a degree, impeccable written and verbal English, and the "savviness" to represent the executive office to high-level vendors.
• Eager & Resilient: You are fresh out of college or early in your career and want a "seat at the table." No task is too small, and no project is too complex.
• Local: You are ready to be in the heart of Las Olas every day, immersed in our culture.

The Growth Path

This is not a dead-end support role. Over the first year, you will be given increasing responsibility in vendor contract management and project coordination. We are looking for someone who wants to grow into a cornerstone of the Hernandez Construction leadership team.