Office Operations Coordinator

We are looking for an Office Operations Coordinator to efficiently manage the daily administrative tasks of our agency. This role is essential in ensuring smooth financial operations, including managing payables, receivables, and overseeing the day-to-day office functions. The ideal candidate will be detail-oriented, proactive, and capable of handling a variety of administrative and financial duties, supporting the overall success of the team.

Responsibilities

Manage accounts payable and receivable, ensuring all invoices are processed and payments are made on time.

Oversee the tracking of payments, expenses, and receipts, maintaining accurate financial records.

Coordinate office management activities, including ordering supplies, managing vendor relationships, and maintaining office equipment.

Prepare and process expense reports, ensuring they are accurate and properly documented.

Assist with basic bookkeeping tasks, such as recording transactions and reconciling accounts.

Support the human resources team with onboarding new employees, maintaining employee records, and ensuring compliance with HR policies.

Act as the first point of contact for internal and external communications, managing correspondence, phone calls, and inquiries.

Organize and schedule meetings, appointments, and travel arrangements for team members.

Maintain the office calendar and ensure timely execution of administrative tasks.

Prepare and submit financial reports, ensuring compliance with company policies and local regulations.

Assist with event planning and coordination for internal and client events as needed.

Handle sensitive and confidential information with discretion.

Qualifications

Bachelor’s degree or equivalent experience in Business Administration, Accounting, or a related field.

2+ years of experience in administrative roles with exposure to accounting, payables/receivables, and office management.

Strong proficiency in office software, including Microsoft Office (Excel, Word, Outlook) and accounting software (e.g., QuickBooks or similar).

Excellent organizational and time-management skills with the ability to manage multiple tasks simultaneously.

Strong attention to detail and accuracy in handling financial data and office operations.

Ability to communicate clearly and effectively with team members, vendors, and clients.

Problem-solving skills and the ability to work independently or as part of a team.

Bilingual (English/Spanish) is a plus.

Bonus Qualifications

Experience in a creative agency or marketing environment.

Familiarity with payroll and human resources management systems.