Office & Finance Coordinator - Smooth Operations & Accounts

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

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.