Office Manager – Central Point of Operations

Location: Coral Gables / Miami

Schedule: Full-Time | In-Office

We are a vertically integrated office that brings together Architecture, Design, Construction, and Real Estate under one roof. With multiple active projects and teams working simultaneously, we are seeking a highly capable Office Manager who serves as the central operational point of the office.

This role reflects what is currently required in our day-to-day operations: hands-on office presence, strong coordination skills, constant follow-up, and ownership of office functionality.

Core Responsibilities

Office Opening, Daily Operations & Presentation

• Open and close the office daily and ensure readiness at the start of each workday
• Ensure the office is clean, organized, presentable, and professional at all times
• Coordinate cleaning services, maintenance, repairs, and office vendors
• Monitor office condition, furniture, supplies, and shared spaces

Reception & Front Office

• Answer and direct incoming phone calls
• Greet clients, vendors, and visitors professionally
• Prepare meeting rooms and coordinate on-site meetings

Office Administration & Organization

• Maintain structured digital and physical filing systems
• Manage office supplies, subscriptions, deliveries, and inventory
• Coordinate calendars, meetings, agendas, and detailed follow-ups
• Prepare internal communications, correspondence, and basic reports

Central Liaison – Architecture, Design, Construction & Real Estate

• Serve as the point of coordination between internal teams
• Track requests, follow up on pending items, and prevent delays
• Maintain updated project contact lists and timelines

Project & Consultant Support

• Coordinate with engineers, permit expeditors, print shops, and consultants
• Organize project documentation and maintain naming standards
• Support construction and design teams with administrative needs

Real Estate Support

• Prepare and organize contracts and transaction documentation
• Manage listings on MLS and related platforms
• Coordinate photographers, inspectors, stagers, title companies, and lenders
• Track deadlines, disclosures, addendums, and closing requirements

Administrative Finance Support

• Collect, organize, and submit invoices and documentation to accounting

Ideal Candidate Profile

• Extremely organized and detail-oriented
• Comfortable managing multiple teams and priorities simultaneously
• Naturally proactive with strong follow-up habits
• Professional verbal and written communication skills (English required; Spanish a plus)
• Confident, discreet, and dependable

Compensation & Growth Structure

Compensation & Performance Reviews

• Performance review at 90 days, with the possibility of a salary adjustment based on performance, responsibility level, and role alignment
• The company conducts annual performance and salary reviews
• Employees who demonstrate growth, increased responsibility, and consistently meet or exceed goals are eligible for yearly salary increases

Benefits

• Health insurance incentive available from day one
• Paid company holidays available immediately
• Vacation and sick time eligibility begins after the initial 90-day period