Office Coordinator

About the role

ARB Interactive is seeking a highly organized professional to take ownership of daily operations at the company's Miami headquarters. This position serves as the central point of contact for the flagship office, ensuring that the physical workspace functions seamlessly for everyone on-site. The successful candidate will act as a vital operational partner to the leadership team and the broader staff, bridging the gap between facility logistics and employee experience. You will be responsible for cultivating a professional, welcoming, and efficient environment that supports the company's continued growth. This is a hands-on role requiring a proactive mindset and the ability to anticipate needs before they arise.

Key facts

What you'll do

• Direct all daily facility requirements, encompassing preventive maintenance scheduling, supply chain procurement, mail and package distribution, and oversight of external vendor relationships.
• Function as the primary liaison connecting building management, third-party service contractors, and internal stakeholders to resolve facility issues rapidly.
• Coordinate complex meeting logistics, including room reservations, audio-visual setup, catering orders, and the planning of recurring team gatherings or all-hands events.
• Partner closely with the Employee Experience Manager to curate and maintain the master company event calendar, ensuring alignment with cultural initiatives.
• Provide high-level administrative support to the executive suite, managing complex calendars, preparing briefing materials, and coordinating logistics for leadership visits to the Miami hub.
• Collaborate cross-functionally with IT and People Operations to roll out office safety protocols, ergonomic workstation configurations, and hardware provisioning for new hires.
• Administer physical security protocols, including badge access systems, visitor management procedures, and the maintenance of comprehensive emergency action plans.
• Draft, communicate, and enforce internal workplace policies regarding space utilization, guest etiquette, and resource allocation.
• Process expense reports and manage the invoice reconciliation cycle for facility-related vendors, ensuring timely payment and accurate coding.
• Champion a hospitality-first mindset, personally greeting visitors and troubleshooting day-to-day friction points to maintain high employee satisfaction scores.

Requirements

• A minimum of three years of progressive experience in office management, facilities coordination, or senior executive support functions.
• Demonstrated ability to juggle competing priorities and urgent requests within a fast-paced, high-growth organizational setting.
• Polished professional presence with a proven track record of interacting confidently and discreetly with C-suite executives and board members.
• Unwavering commitment to confidentiality, with documented history of handling sensitive personnel, financial, and strategic data.
• Advanced project management capabilities, including the ability to scope, plan, and execute office build-outs, relocations, or large-scale events.
• Superior verbal and written communication skills, capable of drafting clear policy documentation and negotiating vendor contracts.
• Expert-level proficiency in Google Workspace (Gmail, Calendar, Drive, Sheets) or the Microsoft Office 365 suite (Outlook, Teams, Excel, Word).
• Mandatory physical presence at the Miami office for a minimum of three days per week to oversee on-site operations.
• Willingness and availability to work evenings or weekends occasionally to support company events, board meetings, or emergency facility issues.
• Physical capacity to lift, carry, and maneuver objects weighing up to 25 pounds for event breakdowns, supply restocking, or furniture reconfiguration.

Nice to have

• Prior tenure in a dedicated Executive Assistant role supporting C-level leadership or founders.
• Background working within a venture-backed startup or rapidly scaling technology company where processes are built from the ground up.
• Familiarity with HRIS platforms (such as BambooHR or Rippling) or ticketing systems (like Jira Service Management) for facility requests.
• Experience managing office build-outs, lease negotiations, or significant space planning projects.
• Certification in Facility Management (CFM, FMP) or Project Management (PMP, CAPM).

Skills & tools

• Google Workspace (Gmail, Calendar, Drive, Docs, Sheets, Slides)
• Microsoft Office 365 (Outlook, Teams, Word, Excel, PowerPoint)
• Vendor Management & Contract Negotiation
• Office Administration & Facilities Coordination
• Project Coordination & Event Logistics
• Visitor Management Systems (e.g., Envoy, Proxyclick)
• Expense Management Software (e.g., Ramp, Brex, Expensify)
• Workplace Safety & Compliance (OSHA basics, Emergency Planning)

Practical notes

ARB Interactive operates as an equal opportunity employer deeply committed to fostering a diverse and inclusive workplace culture. All legitimate recruiting communications will originate exclusively from official @arbinteractive.com email domains or via the Ashby applicant tracking system. The company will never request payment processing, banking credentials, or personal financial information at any stage of the hiring funnel. Candidates who receive suspicious correspondence should immediately verify authenticity by contacting recruiting@arbinteractive.com directly. Applications must be submitted through the official careers portal located at https://jobs.ashbyhq.com/arb-interactive to ensure proper tracking and consideration.