{"id":846441,"url":"https://alion.io/job/officepuzzle-administrative-office-coordinator","title":"Administrative & Office Coordinator","company":{"id":698016,"name":"Office Puzzle","domain":"officepuzzle.com","url":"https://alion.io/company/officepuzzle","size_band":"51-200","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Breezy","truth_index":null},"role":"Administrative","role_family":"Administrative","seniority":"junior","employment_type":"full_time","work_mode":"remote","remote_scope":"stated_countries","remote_scope_basis":"board_field","remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Miami, United States"],"countries":["US"],"hiring_countries":["US"],"hiring_countries_total":1,"salary":null,"salary_estimate":{"min_usd":42000,"max_usd":71000,"period":"year","method":"role_seniority_country_remote_cell","sample_n":348},"experience_years_min":1,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Asana","optional":false},{"name":"Google Workspace","optional":false},{"name":"QuickBooks","optional":false},{"name":"Google Sheets","optional":true}],"status":"closed","first_seen_at":"2026-03-25T21:39:35Z","employer_posted_date":"2026-03-25","last_verified_at":"2026-11-02T11:04:14Z","board_verified":false,"closed_at":"2026-11-02T11:04:14Z","days_open":221,"trust":{"level":"stale","repost_count":0,"flags":["stale"],"days_open":221},"description":"About Us\nOffice Puzzle is an all-in-one platform that helps behavioral health, therapy, and home health providers focus on client care by simplifying scheduling, documentation, billing, and compliance. We reduce the administrative burden so providers can stay organized and deliver high-quality care.\nWe’re a small, fast-moving team that cares deeply about our customers and each other. Every role has real impact, and as we grow, your work will directly shape how we operate and scale.\nAbout the Role\nAs our Administrative & Office Coordinator, you'll be the person our leadership team relies on to keep things organized, moving, and taken care of - from office logistics to administrative support across the company. This role reports directly to the CEO and provides hands-on administrative support across multiple areas of the company, including HR coordination and basic bookkeeping.\nThis is an entry-level role with real visibility. You’ll work closely with the CEO and leadership team, get an inside view of how a fast-growing SaaS company operates, and build hands-on experience across multiple business functions from day one. The right person is dependable, detail-oriented, and takes pride in the behind-the-scenes work that keeps a team running well.\nKey Responsibilities\nAdministrative Support\nProvide day-to-day administrative support to the CEO - including scheduling and managing follow-ups so nothing falls through the cracks.\nCoordinate travel arrangements for leadership and team members, including flights, hotels, and ground transportation.\nCoordinate logistics for board and internal meetings - including scheduling, room or video setup, and any day-of coordination.\nSupport cross-functional administrative needs across the company as they arise.\nOffice Management\nServe as the primary point of contact for building management and office vendors, handling day-to-day communication and coordination.\nManage vendor relationships - track active contracts, monitor renewal dates, and follow up on open items to ensure services are running smoothly.\nOversee office supplies, equipment, and common areas to ensure the workspace is functional and well-maintained.\nCoordinate logistics for any in-office needs, from deliveries and maintenance to workspace setup for new hires.\nHR Coordination\nCoordinate onboarding logistics for new hires, including documentation collection, system setup in tools like Justworks and Asana, and ensuring a smooth first-day experience.\nMaintain accurate employee records and assist with administrative tasks across the employee lifecycle (onboarding, offboarding, and in between).\nTrack key HR dates and deadlines, including document renewals, compliance requirements, and other time-sensitive items, and flag them proactively to leadership.\nServe as a reliable resource for team members navigating basic administrative or HR processes.\nBookkeeping Support\nMonitor accounts receivable and follow up on outstanding invoices.\nReconcile invoices issued against payments received and flag discrepancies promptly.\nMaintain organized, accurate records in accounting software (QuickBooks or similar).\nSupport basic financial tracking and reporting tasks as directed.\nWho Thrives in This Role\nThis role is a great fit for someone who:\nIs highly organized and holds themselves to a high bar for accuracy and follow-through.\nCommunicates clearly and professionally in both English and Spanish.\nStays calm and focused when managing multiple tasks or shifting priorities.\nIs dependable: your teammates and leadership know they can count on you.\nHandles sensitive information with discretion and understands the importance of confidentiality.\nRequired Qualifications\n1+ years of experience in administrative, office support, or experience demonstrating organization and reliability.\nLocated in South Florida and able to commute to the office at least 3x per week.\nBilingual in English and Spanish (written and spoken) - required.\nStrong organizational skills and ability to manage multiple tasks with competing deadlines.\nAttention to detail and a high bar for accuracy and follow-through.\nComfortable learning and working in digital tools (Google Workspace, project management software, etc.).\nNice to Have\nExperience with QuickBooks or other accounting software.\nFamiliarity with tools like Justworks, Asana, or similar HR and project management platforms.\nProficiency in Excel or Google Sheets.\nExperience supporting a senior leader or executive in a fast-paced environment.","description_format":"text","description_chars":4510,"description_truncated":false,"requirements":{"experience_years_min":1,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":null,"security_clearance":false,"languages":[{"language":"Spanish","level":"Proficiency (C2)","optional":false},{"language":"English","level":"Proficiency (C2)","optional":false}]},"benefits":[],"hiring_locations":[{"name":"United States","iso":"US","kind":"country"}],"hiring_excludes":[],"relocation_offered":false,"industries":["Practice Management Software"],"lifecycle":[{"event":"open","at":"2026-09-13T00:56:42Z"},{"event":"close","at":"2026-11-02T11:04:14Z"}],"visa":[],"liveness":null,"pay":null,"html_url":"https://alion.io/job/officepuzzle-administrative-office-coordinator","json_url":"https://alion.io/job/officepuzzle-administrative-office-coordinator.json","meta":{"generated_at":"2026-11-09T19:43:20Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":5926,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-11-10T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.1,"usd":0.01,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":698016},"rest":"https://alion.io/mcp/rest/get_company?id=698016"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fofficepuzzle-administrative-office-coordinator"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":2,"usd":0.2},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fofficepuzzle-administrative-office-coordinator"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.1,"usd":0.01},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fofficepuzzle-administrative-office-coordinator"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/officepuzzle-administrative-office-coordinator\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fofficepuzzle-administrative-office-coordinator"}],"agent":{"mcp":"https://alion.io/mcp/jobs","mcp_open":"https://alion.io/mcp/open","next":[{"tool":"get_job","arguments":{"id":846441}},{"tool":"search_jobs","arguments":{"company":"officepuzzle.com","detail":"compact"}},{"tool":"match_people","arguments":{"job_id":846441},"note":"people open to offers who fit this vacancy"}],"note":"The same data through MCP tools: https://alion.io/mcp/open needs no sign-in (compact searches, postings, people); https://alion.io/mcp with an Alion account has everything. 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