Office Coordinator

This position requires full-time in-person presence. You must be able to work Monday through Friday 9 AM to 5 PM. About Us

Whitman Family Development is a family-owned real estate company specializing in high-end retail, management, and leasing. The company owns and operates Bal Harbour Shops, a historic luxury shopping destination. Bal Harbour Shops is a global leader in the industry and is best known for its curated retail, as well as the emotional connection to its tenants and customers. For more information on Bal Harbour Shops, please visit https://www.balharbourshops.com/.

Position Summary

We are seeking an organized and detail-oriented individual to join our team as the Office Coordinator. This role is responsible for handling various administrative tasks that broadly support a well-organized experience for visiting clientele, company leadership, and professional staff.

Responsibilities

• Greet visitors to the office, ensure their comfort and connect them with appropriate office personnel.
• Answer and direct phone calls; route calls to the appropriate departments.
• Manage vendor relationships, schedule and oversee repairs for general office space and equipment.
• Manage incoming and outgoing correspondence, including emails, mail, and packages.
• Manage schedules for conference rooms and flex workspaces.
• Monitor inventory, order office and break room supplies, and maintain organization in kitchen and storage areas.
• Assist with booking travel and related accommodations for office personnel.
• File and organize records, invoices, and other important documentation and other clerical tasks, such as data entry.
• Monitor office expenditures and provide annual office budget.
• Assist in organizing onsite events and meetings, and coordinating office lunch orders.
• Maintain workplace cleanliness; follow office workflow procedures.
• Provide occasional in-person coverage at our operations office.
• Perform occasional out of office errands such as but not limited to transporting mail packages between offices and preparing for employee recognition and team-building events off-site.

Education and Experience

• High School Diploma or equivalent, required. Some college, or completed undergrad degree preferred.
• Two or more years prior experience performing administrative/office management duties.
• Demonstrated excellence providing customer service in a professional office environment.

Knowledge, Skills, and Abilities

• Exceptional communication and interpersonal skills.
• Strong organizational and multitasking abilities.
• Proficiency in Microsoft Office, Adobe, and other relevant software.

Physical Requirements

This description outlines the basic responsibilities and requirements for the position noted. This is not a comprehensive listing of all job duties of the employee. Duties, responsibilities and activities may change at any time with or without notice.

Whitman Family Properties and its subsidiaries is committed to providing equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.