Hybrid Executive Office Concierge & Operations Lead

Giraffe Media Group; West Palm Beach (FL); On-site; USD 50,000 - 55,000; Full time

Job summary

Giraffe Media Group in West Palm Beach, FL seeks an organized Office Coordinator to create a welcoming, efficient office and support leadership with administrative duties. You will cushion the Office Assistant, manage calendars, coordinate meetings, and help maintain a high-touch guest experience.

The role emphasizes proactive problem-solving, professional communication, and the ability to anticipate needs, including event support and vendor coordination.

Qualifications

• Experience in luxury hospitality settings such as a country club, private club, luxury hotel, resort, concierge desk, or hotel front desk, is required.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and professionalism at all times.
• Proficiency with Google Workspace, Microsoft Office, and scheduling platforms.
• Comfortable working flexible hours when needed, including a few remote hours on a weekend.
• Ability to occasionally provide additional or remote support outside normal business hours when business needs require it.

Responsibilities

• Support the daily opening, organization, and overall readiness of the office.
• Maintain a professional, welcoming, and organized front office environment.
• Greet employees, visitors, vendors, and guests with an upbeat and hospitality-focused approach.
• Monitor conference rooms and common areas to ensure cleanliness and readiness.
• Coordinate incoming and outgoing mail, packages, deliveries, and shipments.
• Monitor and maintain office, kitchen, and meeting supplies.
• Proactively identify office needs and address them before they become urgent.
• Coordinate office maintenance requests and communicate with building management and outside vendors.
• Assist with capturing and coordinating social media content related to office events and company culture as needed.
• Assist with employee celebrations, office events, meetings, lunches, and company activities.
• Provide administrative support to leadership and internal teams as needed.
• Assist with calendar coordination, appointments, meetings, and reservations.
• Prepare meeting materials, schedules, and other administrative support materials.
• Help coordinate internal and external meetings.
• Assist with professional correspondence and follow-up.
• Maintain organized digital files, contacts, records, and office documentation.
• Track outstanding requests and ensure timely follow-through.
• Serve as a reliable backup to the Office Assistant when additional coverage is needed.
• Assist with executive scheduling, reservations, transportation, and travel coordination when requested.
• Help prepare itineraries and schedules.
• Provide front-office or administrative coverage during absences, meetings, or high-volume periods.
• Assist with special requests and time-sensitive leadership needs.
• Communicate clearly with the Office Assistant to ensure seamless coverage and continuity.
• Communicate with office vendors, building management, hospitality partners, and service providers.
• Coordinate catering, restaurant reservations, deliveries, transportation, and meeting logistics as needed.
• Maintain vendor information and assist with scheduling recurring services.
• Help ensure guests and leadership receive a polished, high-touch experience.
• Confirm arrangements in advance rather than waiting until the day of an event or request.
• Assist with troubleshooting changes or unexpected issues calmly and professionally.

Skills

Organizational skills

Multitasking

Communication skills

Professionalism

Proactivity

Tools

Google Workspace

Microsoft Office

Scheduling platforms

Job description

Giraffe Media Group in West Palm Beach, FL seeks an organized Office Coordinator to create a welcoming, efficient office and support leadership with administrative duties. You will cushion the Office Assistant, manage calendars, coordinate meetings, and help maintain a high-touch guest experience.

The role emphasizes proactive problem-solving, professional communication, and the ability to anticipate needs, including event support and vendor coordination.