Office Coordinator / Front Desk

Office Coordinator / Front Desk VIP Systems Miramar, FL Job Details Full-time 1 day ago Benefits Health insurance Dental insurance Paid time off Vision insurance Life insurance Qualifications Microsoft Excel Microsoft Outlook Phone reception Data entry Front desk Clerical experience Technical Proficiency Full Job Description Company Overview VIP Systems is a South Florida-based Low Voltage systems integrator. We specialize in the design and installation of complex technology infrastructure (cabling, security, and access control) for luxury high-rise developments. Position Overview We are looking for a reliable, professional Office Coordinator to manage our front desk and provide administrative support to our office and field operations. As the first point of contact for our company, you will handle incoming calls, greet vendors and clients, and ensure the daily logistics of the office run smoothly. This is a grounded, high-energy role that requires someone who can multitask in a fast-paced construction-industry environment.

Core Responsibilities Gatekeeping:

Manage the front desk, answer multi-line phones, and route calls to the appropriate Project Manager, Accounting, or Sales team member.

Visitor Management:

Greet visitors, vendors, and delivery personnel in a professional and friendly manner.

Logistics & Mail:

Handle all incoming and outgoing mail, including specialized deliveries (FedEx/UPS). Coordinate the receiving of small parts or equipment deliveries for the field teams.

Administrative Support:

Assist the AR/AP department with basic data entry, filing, and document organization.

Office Upkeep:

Maintain common areas, manage office supply inventory, and ensure the office is stocked and organized.

Field Coordination:

Assist in organizing project folders or basic compliance documents (COIs/Lien Waivers) as needed by the PMs.

Required Qualifications Experience:

2+ years of experience in a front desk, receptionist, or office assistant role, preferably within the construction or trades industry.

Communication:

Clear, professional verbal and written communication skills. Bilingual (English/Spanish) is highly preferred for our South Florida operations.

Software Proficiency:

Proficient in Microsoft Office (Outlook, Word, Excel). Ability to quickly learn basic accounting or project management software.

Personality:

A "can-do" attitude with the ability to stay organized when things get busy.

Reliability:

Punctuality is critical for this role as you are responsible for opening/managing the front office.

Benefits:

Dental insurance Health insurance Life insurance Paid time off Vision insurance

Work Location:

In person