Executive Admin & Operations Coordinator

Jobtailor; Miami (FL); On-site; USD 52,000 - 72,000; Full time

Job summary

Jobtailor in Miami seeks an organized Office Manager to support the General Manager with calendar management, travel planning, and expense reconciliation using SAP Concur. You will coordinate meetings, prepare reports, and assist with event planning and vendor management.

Strong Spanish/English communication and MS Office skills are required. The role emphasizes multitasking, reliability, and a proactive, autonomous approach within a multicultural team.

Qualifications

• 2+ years of Office Management or Administrative experience
• Bachelor’s degree in a related field is a plus
• Bilingual in Spanish and English is required
• Advanced proficiency in MS Office: PowerPoint, Word, Excel, and Outlook
• Proficiency using the Internet and digital tools and applications
• Strong partnering, problem-solving, and analytical abilities
• Autonomous and results-driven
• Exemplary planning, coordination, and organizational skills
• Strong communication skills
• Trustworthiness and discretion
• Ability to communicate and work in a multicultural team environment
• Detail-oriented and able to provide reliable information

Responsibilities

• Provide administrative and operational assistance to the General Manager
• Manage the General Manager's calendar, organize meetings, and maintain an updated agenda
• Follow up on requests and facilitate information needed for appointments
• Manage bookings and travel plans
• Organize receipts and prepare Travel & Expenses reconciliations on SAP Concur
• Ensure expenses are reported and corporate credit cards are paid on time
• Prepare reports, PowerPoint presentations, documents, and spreadsheets
• Prepare and consolidate meeting minutes and follow up on key actions
• Support event planning, coordination, execution, and communication
• Manage inventory of company branding materials
• Lead office logistics, including ordering supplies and tracking costs against budgets
• Coordinate maintenance efforts and building management needs with the Office Manager/Receptionist
• Greet clients, candidates, and visitors; receive and distribute mail, packages, and deliveries
• Lead vendor management and payment processes
• Follow up on sanitary registry processes and update company systems
• Perform other responsibilities as requested

Skills

Office management

Bilingual Spanish/English

MS Office proficiency

Analytical abilities

Autonomous & results-driven

Planning & organizational skills

Strong communication

Trustworthy & discreet

Team collaboration in multicultural环境

Education

Bachelor's degree in related field

Tools

SAP Concur

MS Office (PowerPoint, Word, Excel, Outlook)

Excel

PowerPoint

Word

Outlook

Job description

Jobtailor in Miami seeks an organized Office Manager to support the General Manager with calendar management, travel planning, and expense reconciliation using SAP Concur. You will coordinate meetings, prepare reports, and assist with event planning and vendor management.

Strong Spanish/English communication and MS Office skills are required. The role emphasizes multitasking, reliability, and a proactive, autonomous approach within a multicultural team.