Office Coordinator

Vista America; Fort Lauderdale (FL); On-site; USD 42,000 - 52,000; Full time

Benefits offered by this job

Health insurance

401(k) plan

Life insurance

Mental health program

Travel benefits

Job summary

Vista America’s Fort Lauderdale office is seeking an organized Office Coordinator to be the onsite face of the office and keep daily operations running smoothly. You will manage the front desk, visitor experience, breakroom services, and supply management while collaborating with Facilities and other administrative teams.

The role involves scheduling conference rooms, handling basic AV readiness, and tracking office expenses within approved budgets.

Qualifications

• High school diploma or equivalent; associate degree preferred.
• 2+ years in reception/office coordination or similar.
• Valid driver’s license and reliable transportation.
• Proficiency in Microsoft Office; able to learn room booking systems.
• Strong communication and customer-service skills.
• Confidentiality and discretion required.

Responsibilities

• Serve as primary contact for employees, visitors, candidates, and vendors; manage reception operations, visitor access, phone coverage, and mail/package distribution.
• Maintain a professional, organized, welcoming office environment; oversee reception, common areas, and shared workspaces.
• Oversee breakroom and hospitality services by managing inventory, vendor coordination, equipment monitoring, and budgeting.
• Manage office supply and facility inventory; ordering, receiving, stocking, and budget adherence.
• Coordinate conference room scheduling and provide meeting support, including room setup, catering, and AV readiness.
• Track office-related expenses, invoices, and receipts; ensure timely processing and budgeting adherence.
• Partner with administrative staff and office coordinators across locations to ensure consistent operations and service standards.
• Assist with events, projects, process improvements, and general office support; local errands as needed.
• Perform other duties as assigned.

Skills

Reception

Office coordination

Customer service

Budget tracking

Microsoft Office

Education

High school diploma

Associate degree preferred

Tools

Microsoft Office Suite

Room booking systems

Job description

Job Profile

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 America is an operating partner of Vista, the world’s first private aviation ecosystem, integrating a unique portfolio of companies. Vista has a global workforce of over 4,000 aviation professionals and has flown corporations, governments, and private clients to 187 countries, covering 96% of the world – all with the mission to provide clients with the most advanced flying services at the very best value, anytime, anywhere around the world.

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 Education 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.

Benefits

• Medical, Dental, and Vision insurance plans available first day of employment
• 401(k) plan with generous company match
• Company Paid Life, Short, and Long Term Disability Insurance
• Employee Assistance Programs and Mental Health Wellness Program readily available to support your individual needs
• Empty Leg Flight Benefits & Customized Travel Site with Delta Airlines

The affiliated operating partners of Vista are equal employment opportunity employers. The affiliated operating partners of Vista do not discriminate against any applicant or employee based on race, color, religion, national origin, gender, age, sexual orientation, gender identity or expression, marital status, mental or physical disability, and genetic information, or any other basis protected by applicable law. The affiliated operating partners of Vista also prohibit harassment of applicants or employees based on any of these protected categories. 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.