Office Manager – Central Point of Operations

Location: Coral Gables / MiamiSchedule: Full-Time | In-OfficeWe are a vertically integrated office that brings together Architecture, Design, Construction, and Real Estate under one roof. With multiple active projects and teams working simultaneously, we are seeking a highly capable Office Manager who serves as the central operational point of the office.This role reflects what is currently required in our day-to-day operations: hands-on office presence, strong coordination skills, constant follow-up, and ownership of office functionality.Core ResponsibilitiesOffice Opening, Daily Operations & PresentationOpen and close the office daily and ensure readiness at the start of each workdayEnsure the office is clean, organized, presentable, and professional at all timesCoordinate cleaning services, maintenance, repairs, and office vendorsMonitor office condition, furniture, supplies, and shared spacesReception & Front OfficeAnswer and direct incoming phone callsGreet clients, vendors, and visitors professionallyPrepare meeting rooms and coordinate on-site meetingsOffice Administration & OrganizationMaintain structured digital and physical filing systemsManage office supplies, subscriptions, deliveries, and inventoryCoordinate calendars, meetings, agendas, and detailed follow-upsPrepare internal communications, correspondence, and basic reportsCentral Liaison – Architecture, Design, Construction & Real EstateServe as the point of coordination between internal teamsTrack requests, follow up on pending items, and prevent delaysMaintain updated project contact lists and timelinesProject & Consultant SupportCoordinate with engineers, permit expeditors, print shops, and consultantsOrganize project documentation and maintain naming standardsSupport construction and design teams with administrative needsReal Estate SupportPrepare and organize contracts and transaction documentationManage listings on MLS and related platformsCoordinate photographers, inspectors, stagers, title companies, and lendersTrack deadlines, disclosures, addendums, and closing requirementsAdministrative Finance SupportCollect, organize, and submit invoices and documentation to accountingIdeal Candidate ProfileExtremely organized and detail-orientedComfortable managing multiple teams and priorities simultaneouslyNaturally proactive with strong follow-up habitsProfessional verbal and written communication skills (English required; Spanish a plus)Confident, discreet, and dependableCompensation & Growth StructureCompensation & Performance ReviewsStarting base salary of up to $50,000 annually, during the initial 90-day evaluation periodPerformance review at 90 days, with the possibility of a salary adjustment based on performance, responsibility level, and role alignmentThe company conducts annual performance and salary reviewsEmployees who demonstrate growth, increased responsibility, and consistently meet or exceed goals are eligible for yearly salary increasesBenefitsHealth insurance incentive available from day onePaid company holidays available immediatelyVacation and sick time eligibility begins after the initial 90-day period