Office Coordinator

Office Coordinator

The Office Coordinator is the onsite face of the Fort Lauderdale office and the person who keeps it running day to day, owning the front desk and visitor experience, breakroom and pantry service, and general office supply management. The role greets employees, visitors, candidates, and vendors, keeps shared spaces stocked, clean, and ready for use. Working closely with Facilities, the administrative team, and departments across the business, the Office Coordinator also manages conference room scheduling and meeting set-up and provides supply and mail support. This role reports to the Director of HRIS and Payroll and has no direct reports.

Vista America is an operating partner of Vista, the world's first private aviation ecosystem, integrating a unique portfolio of companies. Vista has a global workforce of over 4,000 aviation professionals and has flown corporations, governments, and private clients to 187 countries, covering 96% of the world all with the mission to provide clients with the most advanced flying services at the very best value, anytime, anywhere around the world.

Responsibilities

• Serve as the primary point of contact for employees, visitors, candidates, and vendors, managing reception operations, visitor access, phone coverage, and mail/package distribution.
• Maintain a professional, organized, and welcoming office environment, including reception, common areas, and shared workspaces.
• Oversee breakroom and hospitality services by managing inventory, coordinating vendor services, monitoring equipment, and maintaining budget compliance.
• Manage office supply and facility inventory, including ordering, receiving, stocking, and maintaining appropriate supply levels for the office.
• Coordinate conference room scheduling and provide meeting support, including room setup, catering, refreshments, and basic audiovisual readiness.
• Track office-related expenses, invoices, and receipts, ensuring timely processing and adherence to established budgets.
• Partner with administrative staff and office coordinators across multiple locations to support consistent workplace operations and service standards.
• Assist with company events, special projects, process improvement initiatives, and general office support activities, including occasional local errands.
• Perform other duties as assigned.

Required education and experience

• High school diploma or equivalent required; associate degree or coursework in business administration preferred.
• 2+ years of experience in reception, office coordination, hospitality, or a comparable administrative role preferred.
• Valid driver's license and reliable transportation required.
• Proficiency in the Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook; able to learn room booking systems.
• Working knowledge of office and pantry vendor ordering, inventory management, and tracking spending against an assigned budget.
• Excellent verbal and written communication skills; strong customer-service orientation and problem-solving skills.
• Organized, flexible, resourceful, enthusiastic, and focused, with excellent follow-through; prioritizes competing demands and works independently with minimal direct supervision.
• Must maintain strict confidentiality and exercise discretion with sensitive information.

Benefits:

• Medical, Dental, and Vision insurance plans available first day of employment
• 401(k) plan with generous company match
• Company Paid Life, Short, and Long Term Disability Insurance
• Employee Assistance Programs and Mental Health Wellness Program readily available to support your individual needs
• Empty Leg Flight Benefits & Customized Travel Site with Delta Airlines

The affiliated operating partners of Vista are equal employment opportunity employers. The affiliated operating partners of Vista do not discriminate against any applicant or employee based on race, color, religion, national origin, gender, age, sexual orientation, gender identity or expression, marital status, mental or physical disability, and genetic information, or any other basis protected by applicable law. The affiliated operating partners of Vista also prohibit harassment of applicants or employees based on any of these protected categories. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.