Bilingual English – Spanish Office Manager

Payless; Miami (FL); On-site; USD 40,000 - 45,000; Full time

Job summary

Payless is seeking an Office Manager in the Miami area to coordinate day-to-day operations, support administrative processes, and assist with accounts payable and shipping documentation. The role focuses on maintaining an organized, efficient workplace for employees and visitors, with responsibilities spanning office administration, logistics, and facilities coordination.

Ideal candidates will have strong Microsoft Office skills, be able to multitask in a fast-paced environment, and thrive in a

Qualifications

• Experience with administrative and clerical work.
• Proficiency in Microsoft Office suite.
• Strong multitasking ability.
• On-site location: North Miami.

Responsibilities

• Coordinate daily administrative activities to support efficient office operations.
• Prepare, review, format, and distribute internal documents and administrative correspondence.
• Assist Accounts Payable with invoice documentation and payment-processing support.
• Create and maintain Excel spreadsheets to track invoice transactions, dates, inventory, and shipment details.
• Coordinate shipping paperwork and communicate with carriers, suppliers, and internal teams regarding deliveries.
• Monitor office supply inventory and replenish supplies to support daily business needs.
• Submit and follow up on work orders with building management for repairs and maintenance.

Skills

Office admin

Excel

Data entry

Communication

Vendor coord.

Tools

Microsoft Office

Job description

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 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 ability to multitask
• Friendly and upbeat demeanor
• On-site
• Location: North Miami
• Training will be provided.
• Salary range $40,000 - $45,000 per year.