Bilingual English – Spanish Office Manager

POSITION SUMMARY:

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

1. 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.

2.Account Payable & Administrative Financial Support

· 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 workspaces 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 communication skills

Bilingual English - Spanish

· Strong ability to multitask

· Friendly and upbeat demeanor

-     On-site

-     Full-time job

-     Location: North Miami

-     Training will be provided.

-     Salary range $40,000 - $45,000 per year.

-     Benefits: competitive package - Medical, dental, vision, etc.

-     STD, LTD.

-     401(k). PTO & Sick time.

-     Covered parking.