Simpro Software
Office Manager and Executive Administrative Assistant
Simpro Software, Miami, Florida, us, 33222
Office Manager and Executive Administrative Assistant
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Job Context We are seeking an experienced and highly organized Office Manager to oversee the daily operations of our U.S. headquarters. This role is central to maintaining an efficient, positive, and productive workplace environment. The ideal candidate is a proactive leader who thrives in a dynamic, fast‑paced setting and has proven experience managing office operations, facilities, and administrative functions at scale. Additionally, this role will support Executive Team Leaders as an Executive Administrative Assistant, which will require excellent communication skills, a high level of professionalism and the ability to manage multiple priorities in a very fast‑paced environment.
What You’ll Do Office Operations & Facilities
Oversee all aspects of the headquarters’ day‑to‑day operations, ensuring smooth running of the office.
Manage vendor relationships (facilities, maintenance, catering, cleaning, security, etc.) and negotiate contracts as needed.
Assist in space planning, office moves, and layout optimizations to support business growth.
Maintain safety, compliance, and security standards across the site.
Leadership & People Support
Partner with HR and leadership to support onboarding, employee engagement, and office culture initiatives.
Serve as a trusted point of contact for executives and employees regarding operational needs and problem‑solving.
Maintain the highest level of confidentiality regarding sensitive information and documents.
Meeting coordination – coordinate executive meetings, prepare agendas, and ensure all necessary materials and resources are in place. Attend and record meeting minutes when required.
Travel arrangements – arrange domestic and international travel logistics, including flights, accommodations, transportation, and itineraries.
Calendar management – manage and prioritize the executive’s calendars, meeting schedules, appointments and travel arrangements. Ensure time is allocated effectively for strategic tasks.
Budgeting & Procurement
Manage and maintain the office budget, including forecasting and cost optimization.
Communications & Coordination
Coordinate with and support leadership meetings, company events, and visiting executives.
Manage internal communications related to office logistics, policy updates, and announcements.
\ Strategic Projects
Identify opportunities for process improvements and implement scalable operational solutions.
Partner with IT, Finance, and HR on special projects and system integrations impacting office operations.
What You’ll Bring
4+ years of progressive office management or operations experience, with at least a year in a senior office management role.
Able to remain calm, focused and effective when handling competing priorities or challenging interactions.
Proven experience as an Executive Administrative Assistant or similar role, preferably in a technology firm.
Proven ability to manage budgets, vendor contracts, and facility operations.
Excellent communication, organizational, and problem‑solving skills.
High level of discretion and professionalism when handling confidential information.
Proficiency with office software (Google Workspace, Slack, Workday, etc.) and experience with workplace management systems.
Desire to learn and grow in your role.
Bachelor’s degree in Business Administration, Operations Management, or a related field preferred.
Bilingual preferred.
What We Can Offer You
Responsible Time Off
Comprehensive medical, dental, vision package with 100% employer paid options
Additional benefits including Health Savings Account; Flexible Spending Account; Critical Illness Insurance; Hospital Insurance; Accident Insurance; Life Insurance and AD&D; and Disability Insurance available to purchase.
Wellness Challenge App, Diabetes Prevention App, and Health Hub App
401k/Retirement Plan with 6% employer match
Generous Parental Leave Program
Paid Volunteer Leave Days
Public Holiday Exchange Scheme
Enjoy up to 4 weeks a year of flexible 'Work from Anywhere'!
Talent Referral Program – get rewarded for referring a friend to join our team!
Diverse training & internal networking opportunities across all of our product lines
Opportunities for career progression and development
Service recognition awards
Click here to find out more about working at Simpro Group!
Our Core Values We Are One Team We Are Customer Centric We Are Growth Minded We Are Accountable We Celebrate Success Simpro, AroFlo, BigChange & ClockShark are equal opportunity employers with a best‑of‑class onboarding program and supportive team environments. This means that we want everyone to feel welcome with us and to provide equal opportunities for everyone, regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation, or any other non‑performance factor.
Referrals increase your chances of interviewing at Simpro Software by 2x
Please note, no agencies will be accepted in the recruitment of this role.
#J-18808-Ljbffr
Job Context We are seeking an experienced and highly organized Office Manager to oversee the daily operations of our U.S. headquarters. This role is central to maintaining an efficient, positive, and productive workplace environment. The ideal candidate is a proactive leader who thrives in a dynamic, fast‑paced setting and has proven experience managing office operations, facilities, and administrative functions at scale. Additionally, this role will support Executive Team Leaders as an Executive Administrative Assistant, which will require excellent communication skills, a high level of professionalism and the ability to manage multiple priorities in a very fast‑paced environment.
What You’ll Do Office Operations & Facilities
Oversee all aspects of the headquarters’ day‑to‑day operations, ensuring smooth running of the office.
Manage vendor relationships (facilities, maintenance, catering, cleaning, security, etc.) and negotiate contracts as needed.
Assist in space planning, office moves, and layout optimizations to support business growth.
Maintain safety, compliance, and security standards across the site.
Leadership & People Support
Partner with HR and leadership to support onboarding, employee engagement, and office culture initiatives.
Serve as a trusted point of contact for executives and employees regarding operational needs and problem‑solving.
Maintain the highest level of confidentiality regarding sensitive information and documents.
Meeting coordination – coordinate executive meetings, prepare agendas, and ensure all necessary materials and resources are in place. Attend and record meeting minutes when required.
Travel arrangements – arrange domestic and international travel logistics, including flights, accommodations, transportation, and itineraries.
Calendar management – manage and prioritize the executive’s calendars, meeting schedules, appointments and travel arrangements. Ensure time is allocated effectively for strategic tasks.
Budgeting & Procurement
Manage and maintain the office budget, including forecasting and cost optimization.
Communications & Coordination
Coordinate with and support leadership meetings, company events, and visiting executives.
Manage internal communications related to office logistics, policy updates, and announcements.
\ Strategic Projects
Identify opportunities for process improvements and implement scalable operational solutions.
Partner with IT, Finance, and HR on special projects and system integrations impacting office operations.
What You’ll Bring
4+ years of progressive office management or operations experience, with at least a year in a senior office management role.
Able to remain calm, focused and effective when handling competing priorities or challenging interactions.
Proven experience as an Executive Administrative Assistant or similar role, preferably in a technology firm.
Proven ability to manage budgets, vendor contracts, and facility operations.
Excellent communication, organizational, and problem‑solving skills.
High level of discretion and professionalism when handling confidential information.
Proficiency with office software (Google Workspace, Slack, Workday, etc.) and experience with workplace management systems.
Desire to learn and grow in your role.
Bachelor’s degree in Business Administration, Operations Management, or a related field preferred.
Bilingual preferred.
What We Can Offer You
Responsible Time Off
Comprehensive medical, dental, vision package with 100% employer paid options
Additional benefits including Health Savings Account; Flexible Spending Account; Critical Illness Insurance; Hospital Insurance; Accident Insurance; Life Insurance and AD&D; and Disability Insurance available to purchase.
Wellness Challenge App, Diabetes Prevention App, and Health Hub App
401k/Retirement Plan with 6% employer match
Generous Parental Leave Program
Paid Volunteer Leave Days
Public Holiday Exchange Scheme
Enjoy up to 4 weeks a year of flexible 'Work from Anywhere'!
Talent Referral Program – get rewarded for referring a friend to join our team!
Diverse training & internal networking opportunities across all of our product lines
Opportunities for career progression and development
Service recognition awards
Click here to find out more about working at Simpro Group!
Our Core Values We Are One Team We Are Customer Centric We Are Growth Minded We Are Accountable We Celebrate Success Simpro, AroFlo, BigChange & ClockShark are equal opportunity employers with a best‑of‑class onboarding program and supportive team environments. This means that we want everyone to feel welcome with us and to provide equal opportunities for everyone, regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation, or any other non‑performance factor.
Referrals increase your chances of interviewing at Simpro Software by 2x
Please note, no agencies will be accepted in the recruitment of this role.
#J-18808-Ljbffr