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Office Coordinator
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Tropic Mechanical
Miami, FL (In Person)
$52,000 Salary, Full-Time
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Job Description
Tropic Mechanical is South Florida's premier Design-Build and Design-Assist HVAC contractor , delivering innovative, engineering-driven HVAC solutions across Healthcare, Institutional, Commercial, and Laboratory environments. For over 60 years, we've built a reputation for quality, safety, and performance. Office Coordinator Join a dynamic engineering team where your organizational skills keep projects moving forward. About the Role We are a growing HVAC and Mechanical Engineering firm seeking a highly organized and detail-oriented Office Coordinator to become the backbone of our day-to-day operations. In this role, you will support our engineering team with seamless office coordination, financial record-keeping, and accounts payable functions — ensuring our office runs efficiently so our engineers can focus on delivering exceptional projects. Key Responsibilities Office Coordination Manage daily office operations, including scheduling, correspondence, and filing systems Serve as the first point of contact for clients, vendors, and subcontractors — by phone, email, and in person Coordinate meetings, conference calls, and calendar management for engineering staff and project managers Maintain and organize project documentation, permits, engineering files, and compliance records Order and manage office supplies, equipment, and vendor relationships Assist with preparing proposals, reports, and client-facing presentations Light Bookkeeping & Accounts Payable Process and track accounts payable invoices, ensuring timely and accurate payment to vendors and subcontractors Reconcile vendor statements and follow up on billing discrepancies Maintain organized financial records and support month-end close processes Assist with job costing data entry and project expense tracking Coordinate with the company's external accountant or CPA as needed Prepare basic financial reports, spreadsheets, and expense summaries for management review Qualifications & Requirements 2+ years of office coordination or administrative experience, preferably in a construction, engineering, or trades environment Experience with light bookkeeping and accounts payable processes Proficiency in QuickBooks or similar accounting software Strong working knowledge of Microsoft Office Suite (Word, Excel, Outlook) Exceptional organizational skills with the ability to prioritize and manage multiple tasks simultaneously Strong written and verbal communication skills High level of discretion and professionalism when handling sensitive financial information Ability to work independently and proactively in a fast-paced, project-driven environment Nice to Have Familiarity with HVAC, mechanical, or construction industry terminology Experience with project management software (e.g., Procore, BuilderTrend, or similar) Associate's or Bachelor's degree in Business Administration or related field What We Offer Competitive salary commensurate with experience Health, dental, and vision insurance Paid time off and holidays Supportive, team-oriented work environment Opportunity for growth within an established and expanding firm How to Apply Please submit your resume and a brief cover letter describing your relevant experience to HR@tropicmechanical or apply with this ad through iHIRE.