Administrative Operations Manager

About AYC Group AYC Group is a professional services firm based in Miami, Florida, with more than 30 years of experience serving individuals, families, and Latin American businesses. Through our specialized companies—AYC Accountants, AYC Advisors, and Ayuda Center—we provide immigration document support and process management, accounting and tax services, and business advisory services for companies establishing operations in the United States. Our reputation has been built on professionalism, trust, and long‑term relationships. We are looking for someone who shares those values and is ready to become an essential part of our leadership team. About This Role The Administrative Operations Manager is the operational backbone of AYC Group. This role is responsible for ensuring that the firm's day‑to‑day administrative operations run smoothly, efficiently, and professionally across all business units. Acting as the CEO's trusted administrative partner, you will oversee office operations, administrative processes, vendor coordination, financial administration, and operational support that enables our professionals to focus on serving clients. This position is ideal for someone who enjoys creating order, anticipating needs, solving problems before they arise, and taking ownership of administrative excellence. If you are proactive, highly organized, and naturally take responsibility for making things work, we'd love to meet you. Key Responsibilities Administrative & Office Operations Manage the daily administrative operations of the office. Open and close the office, including responsibility for building access, security systems, and keys. Maintain a professional, organized, and welcoming office environment. Coordinate office supplies, equipment, maintenance, and vendor services. Manage meeting rooms and ensure all logistical needs are prepared in advance. Financial Administration Manage accounts payable, petty cash, and vendor invoices. Prepare vendor payments and supporting documentation for CEO approval. Track billing follow‑up and administrative financial processes across the organization. Maintain organized administrative and financial records. Business Unit Support Provide administrative support to our three business units: AYC Accountants, AYC Advisors, and Ayuda Center. This includes coordinating administrative requests, purchasing office supplies, monitoring billing follow‑up, and ensuring consistent operational support across the organization. Regulatory & Government Correspondence Prepare and coordinate official correspondence with agencies. Ensure accuracy, confidentiality, and timeliness. Team & HR Support Track attendance. Coordinate time‑off requests. Assist with onboarding. Maintain compliance documentation. Support general employee administrative processes. Operations & Special Projects Manage company‑owned properties. Coordinate administrative aspects of technology initiatives with the Director of Operations and Technology. Support operational improvement projects as the organization continues to grow. Who You Are You are someone who naturally creates structure, builds efficient processes, and takes ownership without waiting to be asked. Fluency in both English and Spanish. Three or more years of experience in office administration, operations, executive support, or administrative management. Exceptional organizational and follow‑up skills. High attention to detail. Sound judgment and discretion when handling confidential information. Strong written and verbal communication skills. Ability to prioritize multiple responsibilities in a fast‑paced environment. Confidence to establish boundaries professionally while maintaining positive working relationships. A proactive mindset focused on solving problems rather than waiting for direction. Flexibility when business needs require occasional attention beyond regular office hours. Success in This Role After your first year, you will have: Built reliable administrative systems that keep the office operating efficiently. Ensured financial and administrative processes are completed accurately and on time. Become a trusted resource for leadership and staff. Maintained a professional office environment that reflects AYC Group's standards. Helped improve operational efficiency across multiple business units. What We Offer Competitive compensation of $26–$30 per hour , based on experience and qualifications. Full‑time schedule, Monday through Friday, 8:30 AM – 5:00 PM. A stable organization with more than 30 years of experience. A collaborative environment built on trust, professionalism, and long‑term relationships. A role with significant responsibility and direct visibility to executive leadership. The opportunity to help shape the operational future of a growing organization. #J-18808-Ljbffr