Office Manager Position Available In Miami-Dade, Florida

Office Manager Confidencial 1623 NW 84th Avenue, Miami, FL 33126 Mission The Office Manager will be responsible for the administrative and operational management of the Miami office, providing direct support to the Demo Center operations, managing suppliers, overseeing logistics and financial processes, and ensuring regulatory compliance. In addition, the person will manage the spare parts warehouse, legal permits and the adaptation of the facility to ensure the proper functioning of all installations. Responsibilities Demo Center and Facility Management Provide support for the operational needs of the Demo Center to ensure its proper functioning. Manage the Miami spare parts warehouse, ensuring optimal availability of parts. Administration and support in overseeing the logistics of machines on display or in testing. Control and manage the necessary permits and regulations for the operation of the facility in coordination with CTec Girona. Serve as a liaison with local authorities for legal procedures and obligations. Monitor the construction and improvements of the facilities, reporting updates in coordination with the responsible CTec. Demo Center Attention and Operations Ensure an excellent customer experience during visits to the Demo Center, taking care of both technical preparation and personal interaction (empathy, communication, and professionalism). Coordinate the transport logistics of materials for demos, courses, and industrial tests. Preparation of training rooms and support materials (dossiers, diplomas, pen drives). Attention and reception of clients during courses, demonstrations, and tests. Support in the logistical management of speakers and suppliers related to training or Demo Center activities. Coordination of catering and complementary services during events with clients. Administrative and Operational Management Manage and maintain the office infrastructure and supplies. Manage incoming and outgoing mail. Support the planning and coordination of internal or external planned activities (training, celebrations, meetings). Manage alarm and security camera systems. Administer service provider accounts (telephones, internet, water, electricity, security, etc.). Keep company permits and policies updated. Billing and Financial Management Billing of service visits and service contracts, as well as machines, retrofittings and project tracking. Management of intercompany invoices. Management of the Coupa platform for Sealed Air payments (POs, invoices, etc.). Release of blocked invoices. Accounting and control of employee expense reports and reconciliation with credit cards. Supplier Management Requesting quotes, placing orders, accounting for invoices, and paying invoices (and accounting for the payment). Accounts Receivable Management (Aging Accounts) Contacting clients for payment follow-up. Preparation of monthly reports. Accounting for collections. Bank Management Deposit and update of check reports. Processing of ACH payments (incoming and outgoing). Management of corporate checks. Bank transfers to Comexi Girona. Monthly maintenance and payment of the AMEX account. Bank reconciliation. Expense and Payroll Management Preparation of monthly reports and processing of expense report payments. Control of technicians’ overtime hours and reporting to PrimePay. Document management for new employee onboarding. Maintenance of payroll-related tax documentation. Accounting for payroll. Insurance and Compliance Management Management and maintenance of Healthcare Insurance documentation (renewals, plan changes). Control and renewal of insurance policies and claims management. Compliance with OSHA regulations and updating of safety documentation. Management of the ISN Compliance platform and forms for service visits. Maintenance of fire extinguishers and periodic inspections. Requirements Minimum of 3-5 years of experience in office management, finance, or administration. Advanced knowledge of ERP/SAP and document management tools. Strong organizational skills and the ability to manage multiple tasks and deadlines. Experience in billing, banking management, and compliance will be a plus.

Languages:

Advanced English (Spanish is a plus).

Job Type:

Full-time Benefits:

Dental insurance Health insurance Paid time off Professional development assistance Vision insurance

Schedule:

Monday to

Friday Experience:

Office management: 3 years (Required) System administration: 3 years (Preferred)

Work Location:

In person