Operations Associate

A growing Miami-based organization is hiring its first workplace Operations Associate. You will be responsible for run day-to-day operations at the Miami office and overseeing a growing portfolio of leased commercial and residential property, including a warehouse entering a major renovation and residential units that house the team. The work spans hands-on office management, vendor and facilities coordination, and lease administration across the portfolio. The right person will build the systems this function runs on: the lease calendar, the vendor bench, the documentation, and the protocols. Experience in property operations/management is a plus!This is an opportunity to join a great team with stability and room for growth!Key ResponsibilitiesOffice OperationsOversee daily office operations, facilities, and space use, with regular walkthroughs to catch maintenance needs earlyCoordinate repairs, deliveries, mail, and vendor visits with minimal disruption to the workdayKeep food, beverages, supplies, and essentials stocked, with clean purchasing and inventory recordsServe as primary contact for cleaning crews, plant care, landscaping, and utilitiesSupport visiting team members and executives, including preference tracking and visit coordinationWarehouse Operations & Renovation SupportManage day-to-day facilities: access, security, cleanliness, storage, and inventory of stored assetsSchedule site access for contractors, vendors, movers, and deliveries throughout the renovationAct as liaison between Capital Projects, the General Contractor, and leadership, routing questions and surfacing decisions that need approvalCommunicate access changes and space availability to warehouse stakeholders during constructionLease Administration & Employee HousingMaintain a complete, current system of record for every lease: term dates, rent, notice and renewal deadlines, deposits, and key obligationsTrack every decision window ahead of deadline, gather input, and bring a clear recommendation to the right decision-makersServe as first point of contact for employees with housing questions, resolving what you can and routing the restManage rented furniture across the portfolio: track agreements and coordinate timely pickup and returnCoordinate move-in and move-out readiness alongside HR as team members arrive, relocate, and departPartner with accounting on security deposits, utility accounts, and portfolio spend, including condition reports and deposit recoveryTrack insurance requirements and keep legal and the insurance broker currentMaintain an accurate occupancy roster and help forecast future housing needs against hiring plansVendors & Service ProvidersSource, vet, and manage vendors and contractors across the portfolio, including bids for recurring and one-off workMaintain vendor documentation (certificates of insurance, W-9s, licenses) and a directory with terms, renewal dates, and performance notesSchedule and oversee on-site work, secure required approvals, and review invoices against agreed scopesQualifications5+ years of relevant office management, facilities, administrative, or property operations experienceValid driver's license and reliable transportation for regular travel between propertiesUS work authorizationCommitment to confidentiality, safety, security, and privacyCOVID vaccination and boosterAbility to lift and move up to 50 lbs and be on your feet across multiple sites; comfortable in construction and warehouse environmentsAnticipates needs, builds structure where none exists, and works well through ambiguitySound judgment about what to handle and what to escalateHigh emotional intelligence, discretion, and pride in behind-the-scenes workWarm, poised, calm, collaborative, organized, and service-orientedStrong recordkeeping instincts and fluency with modern productivity tools (Notion, Way2B1, Google Workspace)Demonstrated use of AI to streamline administrative work is a plusDesired, not required: property management or lease administration experience, a construction or trades background, multi-site portfolio experience, and bilingual English/SpanishLocation: Miami, FL (on-site)Compensation: 120-150K DOE + Excellent benefits package, PTO, discretionary bonusSchedule: Onsite Monday-Friday 9am-5pm (with travel between office and properties in area up to 30% of the time); flexibility to work extended hours and occasional weekends required`Pocketbook Agency is acting solely as a recruiting and placement firm for this position and is not the employer of record for this role unless otherwise explicitly stated. All hiring decisions, compensation, benefits, and employment terms are determined by the client employer. By applying, you acknowledge that submission of an application does not guarantee placement or employment.Pocketbook Agency is an equal opportunity recruiting firm and does not discriminate in its recruiting, screening, or placement practices based on race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability, veteran status, or any other protected characteristic under applicable law.