Office Manager

About the role

You will serve as the primary point of contact for all internal teams, ensuring that daily operations run with precision and a high level of service orientation. You will own the end-to-end management of inventory, vendor relationships, and event lifecycles from initial concept to final execution. This position requires a high degree of ownership over the employee experience, from onboarding new hires to managing their ongoing needs and workspace satisfaction. You will act as a guardian of operational efficiency, constantly analyzing workflows and implementing improvements that save time and reduce friction. Your role will be critical in maintaining the integrity and organization of our physical spaces, ensuring they remain functional, inspiring, and aligned with our brand. You will manage complex logistical challenges across departments, coordinating schedules, resources, and deliveries with meticulous attention to detail. This is a hands-on position that demands proactive problem-solving and the ability to anticipate needs before they arise. You will also support cross-functional initiatives, assisting projects in Design & Construction, People Ops, IT, Finance, and other areas as required to keep the business moving forward.

Key facts

What you'll do

Coordinate and execute all office operations, serving as the central hub for scheduling, space planning, and day-to-day logistics.

Manage inventory control for office supplies, furniture, and equipment; forecast needs, place orders, and maintain meticulous records to prevent shortages.

Serve as the primary liaison for all vendor relationships, negotiating terms, managing contracts, and ensuring service level agreements are met.

Design and implement comprehensive event management protocols, handling everything from concept development to on-site execution and post-event analysis.

Own the new hire experience, from preparing welcome packages and onboarding documentation to ensuring their first weeks are seamless and engaging.

Lead facilities and workplace initiatives, managing move management, office layout adjustments, and space optimization projects with minimal disruption.

Utilize property management software and workplace tools to maintain accurate records, track maintenance requests, and streamline administrative workflows.

Coordinate cross-departmental projects, acting as the project manager for initiatives that intersect Design & Construction, People Ops, IT, and Finance.

Maintain high standards of office cleanliness, safety, and organization in collaboration with service providers and internal stakeholders.

Develop and implement systems for document management, ensuring confidential files are secure, organized, and easily accessible.

Provide executive support by managing calendars, arranging travel, and handling sensitive communications with discretion and professionalism.

Analyze operational metrics and key performance indicators to identify bottlenecks and drive continuous improvement in office processes.

Act as the primary point of contact for emergency situations, coordinating responses and communications to ensure business continuity.

Foster a positive workplace culture by organizing team-building activities, celebrations, and initiatives that reinforce our values and mission.

Requirements

Must be legally authorized to work in the United States without sponsorship, as we are unable to provide work authorization at this time.

Must reside in the state of Florida, as this is a requirement for the role due to operational and logistical needs.

Must have reliable transportation and a valid driver's license, as the position requires local travel and off-site coordination.

Must possess a high school diploma or equivalent; a bachelor's degree in Business Administration, Hospitality, or a related field is strongly preferred.

Must have a minimum of three years of progressive administrative or office management experience in a fast-paced environment.

Must demonstrate exceptional organizational skills, with the ability to manage multiple priorities, deadlines, and stakeholders simultaneously.

Must have strong written and verbal communication skills, with the ability to convey information clearly and professionally to all levels of the organization.

Must be proficient in Microsoft Office Suite, including Word, Excel, and PowerPoint, as well as workplace collaboration tools.

Must have experience managing vendor relationships and negotiating contracts or service agreements to favorable terms.

Nice to have

Experience in the real estate, hospitality, or residential community management sectors is highly valued for this role.

Proficiency in workplace management platforms such as iOFFICE, Archibus, or similar enterprise software is a distinct advantage.

Familiarity with property management systems and inventory management tools will enable a faster onboarding process.

Experience managing events for corporate clients or large-scale internal initiatives is preferred.

Knowledge of design and construction processes, including permit tracking and subcontractor coordination, is beneficial.

Experience supporting cross-functional project management in a matrixed organization is a significant asset.

Understanding of human resources processes, particularly onboarding and employee experience programs, is highly desirable.

Practical notes

This role is based full time at Flow's Miami HQ in the Bay Harbor Islands, FL.

Standard office hours apply, with flexibility to support evening or weekend events as needed.

Candidates must be able to commute to the Bay Harbor Islands location reliably.

This position does not involve travel beyond the local metropolitan area.

No visa sponsorship is available for this role.