Office Manager

Balli Group; Miami (FL); On-site; USD 50,000 - 55,000; Full time

Benefits offered by this job

Health insurance

Paid holidays

Paid vacation after 1 year

401(k) eligibility after 1 year

Professional development opportunities

Job summary

Balli Group in Coral Gables, FL is seeking an organized Office Manager to act as the central administrative hub across multiple companies. You will support leadership, coordinate calendars, manage office operations, and ensure tasks are completed efficiently to maintain a productive environment.

Ideal candidates are proactive, dependable, and detail-oriented with strong communication skills. This full-time role offers competitive compensation and benefits in a collaborative office setting.

Qualifications

• Minimum 3 years of experience in an Office Manager or related role.
• Excellent organizational and time-management skills.
• Strong attention to detail and follow-through.
• Excellent written and verbal communication.
• Ability to manage multiple priorities in a fast-paced environment.
• Proactive attitude and confidentiality.

Responsibilities

• Maintain a professional, organized, and welcoming office environment.
• Coordinate office supplies, equipment, maintenance, and service providers as needed.
• Answer and direct incoming phone calls.
• Welcome clients, vendors, and visitors.
• Manage incoming deliveries and general office communications.
• Maintain organized physical and digital filing systems.
• Scan, organize, and distribute documents as requested by team members.
• Assist in maintaining office procedures and overall organization.
• Manage calendars and scheduling for leadership and key team members.
• Coordinate meetings, appointments, and conference calls.
• Help prevent scheduling conflicts and maintain calendar organization.
• Schedule internal meetings and company events as needed.
• Send meeting invitations and manage meeting logistics.
• Track pending tasks, commitments, and deadlines.
• Follow up with team members regarding outstanding items.
• Help leadership monitor priorities and ongoing initiatives.
• Maintain task lists and assist in ensuring follow-through.
• Communicate reminders and updates to team members as needed.
• Help keep daily operations organized and moving forward.
• Serve as a point of contact for office-related vendors and service providers.
• Coordinate maintenance visits, deliveries, and service appointments.
• Assist with vendor communications and scheduling as needed.
• Provide administrative support to leadership and team members.
• Assist with special projects and operational needs when requested.
• Help maintain a collaborative, organized, and productive office environment.
• Support the overall efficiency and day-to-day operation of the office.

Skills

Organizational skills

Time management

Attention to detail

Communication skills

Multitasking

Confidentiality

Tools

Microsoft Office

Outlook

Excel

Microsoft Teams

Adobe Acrobat

Google Workspace

Cloud-based document management

Job description

Balli Group is a vertically integrated company specializing in real estate development, architecture, construction, design, and investment management throughout South Florida.

We are seeking a highly organized, proactive, and detail-oriented Office Manager to become the central administrative resource for our companies. This individual will support leadership, help keep the team organized, coordinate schedules, manage office operations, follow up on outstanding tasks, and contribute to an efficient and productive work environment.

The ideal candidate is professional, dependable, resourceful, and enjoys helping others stay organized and successful. This position requires someone who can take ownership, maintain structure, communicate effectively, and ensure nothing falls through the cracks.

Position Summary

The Office Manager serves as the organizational hub of Balli Group, supporting leadership and team members across multiple companies.

This position is responsible for office administration, calendar management, organization, vendor coordination as needed, follow-up on pending tasks, and helping ensure the office operates efficiently every day.

This individual will help maintain accountability, improve communication, coordinate priorities, and support the overall productivity of the organization.

Key Responsibilities

Office Administration

• Maintain a professional, organized, and welcoming office environment.
• Coordinate office supplies, equipment, maintenance, and service providers as needed.
• Answer and direct incoming phone calls.
• Welcome clients, vendors, and visitors.
• Manage incoming deliveries and general office communications.
• Maintain organized physical and digital filing systems.
• Scan, organize, and distribute documents as requested by team members.
• Assist in maintaining office procedures and overall organization.

Calendar & Scheduling Management

• Manage calendars and scheduling for leadership and key team members.
• Coordinate meetings, appointments, and conference calls.
• Help prevent scheduling conflicts and maintain calendar organization.
• Schedule internal meetings and company events as needed.
• Send meeting invitations and manage meeting logistics.

Organization & Follow-Up

• Track pending tasks, commitments, and deadlines.
• Follow up with team members regarding outstanding items.
• Help leadership monitor priorities and ongoing initiatives.
• Maintain task lists and assist in ensuring follow-through.
• Communicate reminders and updates to team members as needed.
• Help keep daily operations organized and moving forward.
• Serve as a point of contact for office-related vendors and service providers.
• Coordinate maintenance visits, deliveries, and service appointments.
• Assist with vendor communications and scheduling as needed.

Team Support

• Provide administrative support to leadership and team members.
• Assist with special projects and operational needs when requested.
• Help maintain a collaborative, organized, and productive office environment.
• Support the overall efficiency and day-to-day operation of the office.

Qualifications

Required

• Minimum 3 years of experience as an Office Manager, Administrative Assistant, Executive Assistant, or similar administrative role.
• Exceptional organizational and time-management skills.
• Strong attention to detail and follow-through.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong problem-solving skills and a proactive attitude.
• Professional demeanor and ability to maintain confidentiality.
• Reliable, dependable, and highly organized.

Technical Skills

• Microsoft Office Suite
• Outlook
• Excel
• Microsoft Teams
• Adobe Acrobat
• Google Workspace
• Cloud-based document management systems

Preferred

• Experience supporting multiple departments or companies.
• Experience working in a professional office environment.
• Bilingual English and Spanish.
• Full-Time Position
• Annual Salary: $50,000 - $55,000, based on qualifications and experience
• Monthly Health Insurance Contribution: $300
• Paid Holidays:
• Independence Day
• Labor Day
• Thanksgiving Day
• Day After Thanksgiving
• Christmas Day
• New Year's Day
• One (1) Week of Paid Vacation After One Year of Employment
• 401(k) Retirement Plan Eligibility After One Year of Employment
• Professional Development and Growth Opportunities

Location

Coral Gables, Florida