Operations Associate

Pocketbook Agency; Miami (FL); On-site; USD 120,000 - 150,000; Full time

Job summary

Pocketbook Agency is seeking a dedicated Operations Associate to run day-to-day operations at the Miami office and support a growing portfolio of leased properties, including a renovation project and team housing. The role combines office management, vendor coordination, and lease administration across the portfolio.

You will build the systems this function runs on—lease calendar, vendor bench, documentation, and protocols—while collaborating with HR, accounting, and leadership.

Qualifications

• 5+ years of relevant office management, facilities, administrative, or property operations experience.
• Valid driver's license and reliable transportation for regular travel between properties.
• Commitment to confidentiality, safety, security, and privacy.
• COVID vaccination and booster.
• Ability to lift and move up to 50 lbs and be on your feet across multiple sites; comfortable in construction and warehouse environments.
• Anticipates needs and builds structure where none exists; works through ambiguity.

Responsibilities

• Oversee daily office operations, facilities, and space use, with regular walkthroughs to catch maintenance needs early.
• Coordinate repairs, deliveries, mail, and vendor visits with minimal disruption to the workday.
• Keep food, beverages, supplies, and essentials stocked, with clean purchasing and inventory records.
• Serve as primary contact for cleaning crews, plant care, landscaping, and utilities.
• Support visiting team members and executives, including preference tracking and visit coordination.
• Manage day-to-day facilities: access, security, cleanliness, storage, and inventory of stored assets.
• Schedule site access for contractors, vendors, movers, and deliveries throughout the renovation.
• Act as liaison between Capital Projects, the General Contractor, and leadership, routing questions and surfacing decisions that need approval.
• Communicate access changes and space availability to warehouse stakeholders during construction.
• Maintain a complete, current system of record for every lease: term dates, rent, notice and renewal deadlines, deposits, and key obligations.
• Track every decision window ahead of deadline, gather input, and bring a clear recommendation to the right decision-makers.
• Serve as first point of contact for employees with housing questions, resolving what you can and routing the rest.
• Manage rented furniture across the portfolio: track agreements and coordinate timely pickup and return.
• Coordinate move-in and move-out readiness alongside HR as team members arrive, relocate, and depart.
• Partner with accounting on security deposits, utility accounts, and portfolio spend, including condition reports and deposit recovery.
• Track insurance requirements and keep legal and the insurance broker current.
• Maintain an accurate occupancy roster and help forecast future housing needs against hiring plans.
• Source, vet, and manage vendors and contractors across the portfolio, including bids for recurring and one-off work.
• Maintain vendor documentation (certificates of insurance, W-9s, licenses) and a directory with terms, renewal dates, and performance notes.
• Schedule and oversee on-site work, secure required approvals, and review invoices against agreed scopes.

Skills

Office management

Facilities coordination

Lease administration

Vendor management

Compliance & confidentiality

Bilingual English/Spanish (desirable)

Tools

Notion

Way2B1

Google Workspace

Job description

A growing Miami-based organization is hiring its first workplace Operations Associate. You will be responsible for run day-to-day operations at the Miami office and overseeing a growing portfolio of leased commercial and residential property, including a warehouse entering a major renovation and residential units that house the team. The work spans hands-on office management, vendor and facilities coordination, and lease administration across the portfolio. The right person will build the systems this function runs on: the lease calendar, the vendor bench, the documentation, and the protocols. Experience in property operations/management is a plus!

This is an opportunity to join a great team with stability and room for growth!

Key Responsibilities

Office Operations

• Oversee daily office operations, facilities, and space use, with regular walkthroughs to catch maintenance needs early
• Coordinate repairs, deliveries, mail, and vendor visits with minimal disruption to the workday
• Keep food, beverages, supplies, and essentials stocked, with clean purchasing and inventory records
• Serve as primary contact for cleaning crews, plant care, landscaping, and utilities
• Support visiting team members and executives, including preference tracking and visit coordination

Warehouse Operations & Renovation Support

• Manage day-to-day facilities: access, security, cleanliness, storage, and inventory of stored assets
• Schedule site access for contractors, vendors, movers, and deliveries throughout the renovation
• Act as liaison between Capital Projects, the General Contractor, and leadership, routing questions and surfacing decisions that need approval
• Communicate access changes and space availability to warehouse stakeholders during construction

Lease Administration & Employee Housing

• Maintain a complete, current system of record for every lease: term dates, rent, notice and renewal deadlines, deposits, and key obligations
• Track every decision window ahead of deadline, gather input, and bring a clear recommendation to the right decision-makers
• Serve as first point of contact for employees with housing questions, resolving what you can and routing the rest
• Manage rented furniture across the portfolio: track agreements and coordinate timely pickup and return
• Coordinate move-in and move-out readiness alongside HR as team members arrive, relocate, and depart
• Partner with accounting on security deposits, utility accounts, and portfolio spend, including condition reports and deposit recovery
• Track insurance requirements and keep legal and the insurance broker current
• Maintain an accurate occupancy roster and help forecast future housing needs against hiring plans
• Source, vet, and manage vendors and contractors across the portfolio, including bids for recurring and one-off work
• Maintain vendor documentation (certificates of insurance, W-9s, licenses) and a directory with terms, renewal dates, and performance notes
• Schedule and oversee on-site work, secure required approvals, and review invoices against agreed scopes

Qualifications

• 5+ years of relevant office management, facilities, administrative, or property operations experience
• Valid driver's license and reliable transportation for regular travel between properties
• Commitment to confidentiality, safety, security, and privacy
• COVID vaccination and booster
• Ability to lift and move up to 50 lbs and be on your feet across multiple sites; comfortable in construction and warehouse environments
• Anticipates needs, builds structure where none exists, and works well through ambiguity
• Sound judgment about what to handle and what to escal ate
• High emotional intelligence, discretion, and pride in behind-the-scenes work
• Warm, poised, calm, collaborative, organized, and service-oriented
• Strong recordkeeping instincts and fluency with modern productivity tools (Notion, Way2B1, Google Workspace)
• Demonstrated use of AI to streamline administrative work is a plus
• Desired, not required: property management or lease administration experience, a construction or trades background, multi-site portfolio experience, and bilingual English/Spanish

Location:

Miami, FL (on-site)

Compensation:

120-150K DOE + Excellent benefits package, PTO, discretionary bonus

Schedule

Onsite Monday-Friday 9am-5pm (with travel between office and properties in area up to 30% of the time); flexibility to work extended hours and occasional weekends required`