Operations Assistant

Caplow Manzano; Miami (FL); On-site; USD 40,000 - 55,000; Full time

Benefits offered by this job

Profit sharing

Health insurance

PTO after trial period

Job summary

Caplow Manzano is seeking an Operations Assistant to support day-to-day logistics and administrative tasks for a small architecture and construction studio. The role involves assisting with contracts, vendor relations, and office operations in Coconut Grove, Miami.

We value independent, organized professionals with strong communication skills who can manage multiple tasks and timelines. Full-time or part-time, on-site with health benefits and PTO after a trial period.

Qualifications

• Degree in business, communications, or related field.
• 3–4 years experience.
• Ability to self-manage and work independently.
• Personally organized and detail-oriented.
• Ability to plan, prioritize, and manage multiple tasks to meet deadlines.
• Strong communication skills; sense of humor; poise under pressure.

Responsibilities

• Assist the Director of Operations with day-to-day activities.
• Oversee Daily Office Operations including landlord relations, visitors, mail and deliveries, phone calls, and supplies.
• Invoice and Contract Management with vendor/consultant relations and contract tracking.
• Support business compliance across multiple companies, renewal deadlines, and policy reviews.
• Coordinate team calendars, meetings, travel, and events.
• Support HR tasks including insurance renewals and sick policy enforcement.

Skills

Self-management

Organized

Communication skills

Multi-tasking

Independent work

Education

Business/Communications degree

Job description

Caplow Manzano is hiring an Operations Assistant to support day to day logistics and administrative tasks for a small architecture and construction studio.

Responsibilities

• Assistant the Director of Operations with day to day activities;
• Overseeing Daily Office Operations: landlord relations; general support to visitors; handle incoming and outgoing mail and deliveries; answering phone calls; replenish office supplies;
• Invoice and Contract Management: vendor and consultant relations; tracking contracts for payment schedules, payment history and deliverables; contract reviews and signature requests;
• Business compliance for multiple small companies: tracking renewal deadlines; assisting with proposal requests and review of policies;
• Team Organization: calendars; coordinating meetings; planning team events; coordinating travel
• Human Resources: sick policy enforcement; assisting with insurance renewals.

Required Experience

• Degree in business, communications, or related field;
• 3-4 years experience;
• Ability to self-manage and work independently;
• Personally organized and detail-oriented;
• Ability to plan, prioritize, and manage multiple tasks to meet deadlines;
• Strong communication skills; sense of humor; poise under pressure.

Desired Skill Set

• Interest in architecture, design, real estate and/or construction;
• A passion for ecology and sustainability.

Commitment & Compensation

Compensation based on experience and qualifications. Full-time or part-time available. In-person at Coconut Grove office. Profit sharing, health insurance and PTO offered after trial period. EOE.

About Caplow Manzano

Based in Coconut Grove, Caplow Manzano is focused on designing innovative spaces adapted to the urban tropics. Composed of contractors, architects, engineers, and designers who believe that the future of South Florida demands rethinking the way we build, the firm’s philosophy, called “design for life,” refers to homes that support a healthy life, that are eco-friendly, and that last for a very long time. Caplow Manzano’s award winning homes are elevated for the next 100 years of sea level rise and reinvented from the inside out to improve indoor air quality by eliminating hiding places for mold, mildew, pests, and allergens. The firm also emphasizes thermal performance, lifetime carbon impacts, and solar energy, Caplow Manzano’s goal is to create the healthiest spaces available, with the resiliency to protect that investment for generations. Caplow Manzano’s achievements have been recognized by the US Green Building Council, the International Well Building Institute, Architectural Digest, Dwell, Forbes, and the Miami Herald.