Office & Finance Coordinator

Kendu Retail, S.L.; Miami (FL); On-site; USD 42,000 - 54,000; Full time

Job summary

Kendu Retail, S.L. is seeking an Office and Finance Coordinator to oversee the Miami office, blending facilities coordination with essential finance support.

The role emphasizes smooth daily operations, vendor management, and timely invoicing with cross-functional collaboration across Finance, HR, IT, and customers. The position requires 2–3 years in related roles, strong organizational skills, and bilingual English/Spanish communication.

Qualifications

• 2–3 years of experience in office administration, workplace/facilities coordination, vendor management, purchasing and/or finance administration.
• Experience with AP/AR, billing, collections support or related finance processes is strongly preferred.
• Intermediate Excel skills and comfort working in ERP/administrative systems; experience with SAP, Coupa or customer portals is a plus.

Responsibilities

• Keep the office, facilities, and workspaces organized, functional, well presented, and ready for employees and visitors.
• Coordinate preventive and corrective maintenance, office services, supplies, furniture, and recurring operational needs.
• Manage vendors and service providers: request and compare quotes, negotiate terms, coordinate contracts and renewals, and follow through on service issues.
• Maintain visibility on contracts, renewals, expiration dates, budgets and recurring commitments, proactively identifying upcoming needs.
• Provide a professional and welcoming experience at the front door and by phone, with courteous and responsive service to employees, visitors, and vendors.
• Partner with IT to ensure employees have tools and equipment; support onboarding, replacements, offboarding and technology-renewal planning.
• Partner with HR on monthly and quarterly employee events, ensuring spaces, supplies, catering, services and other logistics are ready and issues are resolved quickly.
• Maintain organized records and propose practical improvements that increase efficiency, reduce cost and improve the internal customer experience.
• Receive, organize and enter vendor invoices into the appropriate ERP/system so Finance can validate, approve and pay them.
• Follow up on missing information, discrepancies and documentation related to Accounts Payable (AP).
• Prepare and send customer invoices according to account requirements and billing schedules.
• Upload invoices and supporting documentation to customer portals such as SAP, Coupa and other required platforms.
• Support Accounts Receivable (AR) follow-up, including statements, outstanding balances, payment commitments and collection status updates.

Skills

Office administration

Vendor management

Accounts payable

Accounts receivable

ERP systems

Excel

Spanish language

Communication skills

Tools

SAP

Coupa

Job description

Reports to: Head of Finance and General Services

Kendu is a global company with 25 years of experience pioneering in-store visual solutions for the retail market, with operations across Europe, the US, and LATAM. Kendu designs, manufactures, and manages products and services in-house to provide high-quality solutions to retail clients.

The opportunity:

• We are looking for a highly organized, proactive, and service-oriented OfficeOfficeOffice & Finance Coordinator
• to help ensure that our Miami office operates smoothly, professionally, and efficiently. This position combines
• office and general services coordination with meaningful finance and customer account support.
• The role is approximately 60% focused on Office & General Services and 40% on Finance support, with strong
• interaction across Finance, HR, IT, employees, customers and external vendors.

What You’ll Do:

Office & General Services (60%)

• Keep the office, facilities, and workspaces organized, functional, well presented, and ready for employees and visitors.
• Coordinate preventive and corrective maintenance, office services, supplies, furniture, and recurring operational needs.
• Manage vendors and service providers: request and compare quotes, negotiate commercial terms when appropriate, coordinate contracts and renewals, and follow through on service issues.
• Maintain visibility on contracts, renewals, expiration dates, budgets and recurring commitments, proactively identifying upcoming needs.
• Provide a professional and welcoming experience at the front door and by phone, with courteous and responsive service to employees, visitors, and vendors.
• Partner with IT to ensure employees have the tools and equipment they need; support onboarding, replacements, offboarding and technology-renewal planning.
• Partner with HR on monthly and quarterly employee events, ensuring spaces, supplies, catering, services and other logistics are ready and issues are resolved quickly.
• Maintain organized records and propose practical improvements that increase efficiency, reduce cost and improve the internal customer experience.

Finance Support (40%)

• Receive, organize and enter vendor invoices into the appropriate ERP/system so Finance can validate, approve and pay them.
• Follow up on missing information, discrepancies and documentation related to Accounts Payable (AP).
• Prepare and send customer invoices according to account requirements and billing schedules.
• Upload invoices and supporting documentation to customer portals such as SAP, Coupa and other required platforms, ensuring submissions meet customer requirements.
• Support Accounts Receivable (AR) follow-up, including statements, outstanding balances, payment commitments and collection status updates.
• Process and report credit-card receipts/payments and provide the information Finance needs for proper application and reconciliation.
• Escalate customer credit concerns or situations that may require a review or increase of credit limits to Finance for evaluation.
• Support customer and vendor account documentation, corporate-card records and other administrative finance tasks assigned by Finance.

What We’re Looking For

• 2–3 years of experience in office administration, workplace/facilities coordination, vendor management, purchasing and/or finance administration.
• Experience with AP/AR, billing, collections support or related finance processes is strongly preferred.
• Strong organizational skills and the ability to prioritize multiple requests, deadlines and vendors with consistent follow-through.
• Professional presence, excellent customer-service mindset and a courteous communication style with employees, customers and vendors.
• Proactive, responsible and detail-oriented, with the ability to anticipate needs and solve day-to-day issues with limited supervision.
• Intermediate Excel skills and comfort working in ERP/administrative systems; experience with SAP, Coupa or customer portals is a plus.
• Versatile and process-improvement oriented, with curiosity and practical judgment to identify opportunities to streamline workflows and integrate AI tools responsibly into day-to-day tasks.
• Fluent English and Spanish for frequent communication with internal teams, customers and vendors.
• Ability to maintain confidentiality and exercise good judgment when handling administrative and financial information.

Why This Role Matters:

This is a high-impact coordination role for someone who enjoys being the person who makes things happen.

Success means employees have what they need, the office is well cared for, vendors are managed effectively, events run smoothly, invoices are processed correctly, and customer account follow-up is timely and organized.

JOIN OUR TEAM

Pleased to meet you

Tell us what makes you special and what you'd bring to the Kendu team. If we think you're a good fit, HR will be in touch.