Office Manager

About the Role:

We’re looking for an organized, proactive, and hospitality-minded Office Manager to be based in Flow’s Miami HQ. This pivotal role involves managing various administrative tasks such as inventory management, vendor relationships, event management, new hire experience and more. Additionally, you will demonstrate excellent organization and communication skills, manage logistics and enhance organizational workflows to ensure seamless operations.

This role involves supporting various organizational functions and assisting in projects spanning areas such as Design & Construction, People Ops, IT, Finance, and beyond as needed.

This role is based full time at Flow's Miami HQ in the Bay Harbor Islands, FL.

Responsibilities:

• Provide essential support to all staff, including serving as the key point of contact and coordinating meeting logistics, communications, and materials
• Provide event support and planning for meetings and staff events including logistics, research & planning, day-of support and invoice/billing management
• Manage vendor relationships for cleaning services, supplies, plants, and repairs
• Coordinate office repairs and maintenance (e.g., damaged wallpaper, broken accessories, millwork issues)
• Maintain soft seating areas, conference rooms, executive offices, and common spaces-ensure furniture is properly staged, and clutter is removed or stored
• Support HR and IT with onboarding logistics, including desk setup, welcome materials, and equipment coordination
• Act as a go-to resource for new hires beyond day one-help them acclimate and understand how you can support them
• Support other functional areas and members of the organization’s leadership team with special projects that may include People Ops, Finance, Real Estate, IT and Design
• Other various/ad hoc administrative duties as needed

Ideal Background

• 2+ years of experience in administrative support, operations or hospitality
• Strong communication and organizational skills
• Comfortable managing vendor relationships and event support
• Warm, approachable demeanor with a proactive mindset
• Ability to multitask and prioritize in a fast-paced, dynamic environment
• Familiarity with basic IT tools and comfort collaborating across departments