Office Coordinator

Confidential Job Description

Position Title: Office Coordinator
Location: Jacksonville, FL
Status: Full Time / Exempt

Position Summary

The Office Coordinator provides administrative, operational, and project support for a privately held organization with multiple affiliated entities. This position reports directly to senior leadership and requires a high level of discretion, judgment, and professionalism. The role serves as a key internal and external liaison, supporting day-to-day operations, financial processes, real estate activities, and executive-level administration.

Essential Job Functions

• Maintain the corporate office, including supplies, organization, and resources needed for daily operations.
• Facilitate communication and coordination across multiple affiliated companies.
• Manage projects assigned by ownership or senior leadership.
• Prepare reports, support timely submissions, and process payment requests; coordinate with the family office, CPAs, and external partners as needed.
• Review and reconcile credit card statements and other financial documentation with accuracy and timeliness.
• Troubleshoot operational issues and collaborate with internal stakeholders to resolve them.
• Uphold strict standards of confidentiality, accuracy, and efficiency in all administrative activities.
• Provide executive-level support, including correspondence, document organization, calendar management, and meeting coordination.
• Support real estate functions, including lease administration, maintaining rent rolls, and ensuring timely payment of taxes, insurance, and other obligations.
• Coordinate with real estate agents and service providers on transactions, closings, and required documentation.
• Manage remedies for property-related issues such as violations, repairs, and tenant concerns, representing the organization when appropriate.
• Work directly with attorneys, accountants, investors, bankers, and insurance representatives to support compliance, transactions, and administrative workflows.
• Perform additional duties as assigned to support efficient corporate operations.

Internal Relationships

This role regularly interacts with:

• Ownership and senior leadership
• Corporate personnel
• Family office representatives
• Vendors and service partners

External Relationships

The Office Coordinator communicates with:

• Tenants and customers
• Vendors and contractors
• Logistics and freight partners
• Banking, accounting, legal, insurance, and real estate professionals

Qualifications

Education & Experience

• High school diploma required; bachelor’s degree preferred.
• Minimum of two years’ experience in an executive assistant, office coordination, or administrative support role.
• Familiarity with insurance requirements and documentation processes.
• Experience with commercial real estate, including lease creation, management, and renewals.
• Proficiency in QuickBooks or similar accounting software.
• Strong proficiency in Microsoft Office and general computer literacy.
• Minimum two years of project coordination or project management support experience.
• Experience processing invoices, maintaining records, and preparing reports.

Skills & Abilities

• Ability to maintain strict confidentiality and handle sensitive information.
• Strong written and verbal communication skills.
• Solid mathematical and analytical skills.
• Effective problem-solving ability and interpersonal communication.
• Excellent organizational skills and attention to detail.
• Ability to multitask and prioritize in a fast-paced environment.
• Willingness to complete hands-on tasks and occasional physical work.
• Strong professional presence and customer service orientation.

Certificates & Licenses

• Must be eligible for bonding, licensure, and insurance.
• Must be able to obtain Notary certification.

Physical & Work Environment Requirements

• Work is primarily performed in an office setting with regular on-site visits to company properties.
• Role requires periods of standing, walking, sitting, and computer use.
• Visual and auditory acuity required for documentation and communication.
• Occasional lifting up to 25 pounds.
• Local and regional travel up to 25% may be required.

Disclaimer

This job description outlines the general nature of the work performed and is not an exhaustive list of all responsibilities, duties, or conditions. Responsibilities may change based on operational needs. This document does not constitute an employment contract. The employer maintains an at-will employment relationship and is an Equal Opportunity Employer.