Office Coordinator

Vista Global; Fort Lauderdale (FL); Sur place; USD 42 000 - 56 000; Plein temps

Résumé du poste

Vista Global, Fort Lauderdale, seeks an Office Coordinator to own front-desk operations and ensure a welcoming, well-stocked office. You will manage reception, visitor access, mail, and breakroom services while coordinating with Facilities and HR/Payroll on budgets and events.

The role reports to the Director of HRIS and Payroll and requires strong organizational skills, confidentiality, and the ability to work independently with minimal supervision.

Qualifications

• High school diploma or equivalent required; associate degree or coursework in business administration preferred.
• 2+ years in reception, office coordination, hospitality, or similar administrative role preferred.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook) and room booking systems.
• Strong verbal and written communication and customer-service orientation.

Responsabilités

• Serve as the primary point of contact for employees, visitors, candidates, and vendors.
• Maintain a professional, organized office environment and welcome guests.
• Oversee breakroom and pantry services, inventory, and vendor coordination.
• Manage office supply and facility inventory, ordering and stocking.
• Coordinate conference room scheduling and basic meeting setup.
• Track office-related expenses, invoices, and receipts against budgets.
• Support events and adjacant administrative tasks across locations.

Connaissances

Front desk coordination

Vendor management

Inventory management

Budget tracking

MS Office proficiency

Communication skills

Confidentiality

Formation

High school diploma or equivalent

Associate degree or business coursework

Description du poste

The Office Coordinator is the onsite face of the Fort Lauderdale office and the person who keeps it running day to day, owning the front desk and visitor experience, breakroom and pantry service, and general office supply management. The role greets employees, visitors, candidates, and vendors, keeps shared spaces stocked, clean, and ready for use. Working closely with Facilities, the administrative team, and departments across the business, the Office Coordinator also manages conference room scheduling and meeting set-up and provides supply and mail support. This role reports to the Director of HRIS and Payroll and has no direct reports.

Vista is the world’s leading global business aviation company, providing worldwide business flight services through its network of subsidiaries and a team of over 4,000 experts. A global group headquartered in Dubai, Vista integrates a unique portfolio of companies to offer asset-free services that cover all key aspects of business aviation, including guaranteed and on-demand global flight coverage, subscription and membership solutions, and trading and management services.

A career at Vista means stepping into an environment where you’re trusted with real autonomy and responsibility from day one. Whether you're keeping our aircraft airworthy, flying our clients across the globe, or working in one of our corporate teams, you’ll move fast, deliver impact quickly, and grow through hands-on learning and close collaboration within a supportive global community.

Responsibilities

• Serve as the primary point of contact for employees, visitors, candidates, and vendors, managing reception operations, visitor access, phone coverage, and mail/package distribution.
• Maintain a professional, organized, and welcoming office environment, including reception, common areas, and shared workspaces.
• Oversee breakroom and hospitality services by managing inventory, coordinating vendor services, monitoring equipment, and maintaining budget compliance.
• Manage office supply and facility inventory, including ordering, receiving, stocking, and maintaining appropriate supply levels for the office.
• Coordinate conference room scheduling and provide meeting support, including room setup, catering, refreshments, and basic audiovisual readiness.
• Track office-related expenses, invoices, and receipts, ensuring timely processing and adherence to established budgets.
• Partner with administrative staff and office coordinators across multiple locations to support consistent workplace operations and service standards.
• Assist with company events, special projects, process improvement initiatives, and general office support activities, including occasional local errands.
• Perform other duties as assigned.

Required Skills and Experience

• High school diploma or equivalent required; associate degree or coursework in business administration preferred.
• 2+ years of experience in reception, office coordination, hospitality, or a comparable administrative role preferred.
• Valid driver’s license and reliable transportation required.
• Proficiency in the Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook; able to learn room booking systems.
• Working knowledge of office and pantry vendor ordering, inventory management, and tracking spending against an assigned budget.
• Excellent verbal and written communication skills; strong customer-service orientation and problem-solving skills.
• Organized, flexible, resourceful, enthusiastic, and focused, with excellent follow-through; prioritizes competing demands and works independently with minimal direct supervision.
• Must maintain strict confidentiality and exercise discretion with sensitive information.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.