Office Coordinator

Vista; Fort Lauderdale (FL); On-site; USD 25,000 - 33,000; Full time

Job summary

Vista is seeking an Office Coordinator to be the onsite face of the Fort Lauderdale office, owning front desk operations, visitor experience, breakroom, pantry, and supply management. You will support facilities, HRIS/Payroll, and multiple departments with meeting setup and campus logistics.

This role emphasizes autonomy, discretion with sensitive information, and collaboration across locations to deliver consistent service standards.

Qualifications

• High school diploma or equivalent required.
• Associate degree or coursework in business administration preferred.
• 2+ years in reception/office coordination or similar role preferred.
• Valid driver’s license and reliable transportation required.
• Proficiency in Word, Excel, PowerPoint, Outlook; learn room booking systems.
• Vendor ordering, inventory management, and budgeting familiarity.
• Strong verbal and written communication; customer-service oriented.
• Organized, proactive, discreet with confidential information.

Responsibilities

• Serve as primary contact for employees, visitors, candidates, and vendors; manage reception and mail distribution.
• Maintain a professional, organized, welcoming office environment.
• Oversee breakroom and hospitality services; manage inventory and vendor services; monitor equipment; budget compliance.
• Manage office supply and facility inventory; ordering and stocking.
• Coordinate conference room scheduling and meeting support, including room setup and basic AV readiness.
• Track office-related expenses, invoices, and receipts; adhere to budgets.
• Partner with administrative staff across locations to ensure consistency in operations.
• Assist with events, special projects, and general office support; local errands as needed.
• Perform other duties as assigned.

Skills

Reception experience

Office coordination

Hospitality

MS Office

Vendor management

Communication

Organization

Confidentiality

Education

High school diploma

Associate degree (business administration preferred)

Tools

Microsoft Office Suite

Job description

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.