Office Coordinator

Here at HR Soul our solutions amplify the performance of people and the soul of company culture. From strategic planning with CEO’s, partnering with HR leaders on key projects, building high performing teams to coaching and recruiting the future of our client’s organization.

We’re partnering with a highly respected investment and commercial real estate development organization who is seeking an intelligent, motivated, and hands-on Office Coordinator / Receptionist to serve as the hub of its Tampa headquarters.

The Opportunity

This role sits at the intersection of people, operations, and experience , supporting a fast-paced, collaborative team while helping create a polished, welcoming, and highly functional office environment for employees, investors, and clients alike.

You won’t just “sit at the front desk”, you’ll run the front of the house and keep the engine humming behind the scenes.

About the Organization

This firm operates across a diverse portfolio of affiliated entities and services, including investment management, real estate development, brokerage, and family office solutions. Their mission is simple but powerful: deliver seamless, high-quality support across all business lines.

Front Office & Experience

• Serve as the first point of contact, greeting visitors, clients, and partners with professionalism and warmth
• Manage incoming calls and direct them efficiently
• Maintain a polished, organized, and welcoming office environment

Office Operations & Coordination

• Oversee day-to-day office needs including supplies, kitchens, conference rooms, and shared spaces
• Stock and maintain breakrooms, meeting spaces, and common areas
• Coordinate conference room scheduling and meeting setup
• Manage mail, packages, and deliveries

Administrative Support

• Assist with scheduling, contact management, expense reporting, and travel coordination
• Support preparation of materials for meetings, presentations, and client interactions
• Provide general administrative support across teams as needed

Vendor & Event Coordination

• Coordinate with external vendors for office services and maintenance
• Assist in planning internal events such as team lunches, happy hours, and offsite meetings

Team Support

• Jump in wherever needed - this is a collaborative, roll-up-your-sleeves environment
• Support special projects and ad hoc requests across the organization

What We’re Looking For

• 2–3+ years of experience in a receptionist, office coordinator, or administrative role
• Highly organized with strong attention to detail and follow-through
• Personable, professional, and confident interacting with a variety of stakeholders
• Comfortable managing multiple priorities in a fast-paced environment
• Proficient in Microsoft Office; quick to learn new systems and tools
• Self-starter who takes initiative and looks for ways to improve processes
• Team-oriented with a low-ego, high-accountability mindset
• Strong communication skills, both written and verbal
• Ability to maintain strict confidentiality at all times

Bonus Points

• Notary Public (or willingness to become one)
• Experience with tools like TravelPerk, Bill.com, or similar platforms

The Vibe:

Professional but not rigid. Collaborative but accountable. This is a team that values people who show up, figure things out, and make the day better for everyone around them.

It’s a strong entry point into a sophisticated, multi-entity organization where you’ll gain exposure across functions, build foundational business skills, and become an essential part of the team’s daily success, with room to grow as the company continues to expand.

Why This Role

This is a role where details matter and where your work directly impacts how the business operates and protects itself. You won’t just be pushing paper, you’ll be helping keep things running smoothly, minimizing risk, and bringing structure to a fast-paced environment.

Diversity Commitment

At HR Soul, we embrace a rich tapestry of backgrounds and experiences within our workplace. We actively encourage applications from women, individuals of color, members of the LGBTQ+ community, people with disabilities, ethnic minorities, immigrants, and veterans.

Equal Opportunity Employment Statement

HR Soul proudly upholds its status as an Equal Opportunity Employer. We prohibit discrimination against any employee or candidate based on various attributes, including but not limited to race (encompassing characteristics historically associated with race such as hair texture and style), color, gender (including pregnancy and related conditions), religion or belief, national origin, citizenship, age, disability, veteran status, union membership, ethnicity, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by applicable laws.

Inclusivity Commitment

HR Soul and its partners are fully committed to ensuring that all qualified individuals are included. We provide reasonable accommodations for applicants and employees with disabilities. If you need assistance during the job application or interview process, or require accommodations to perform essential job functions, please reach out via our contact page: .

Your Rights

HR Soul is dedicated to ensuring that all applicants are aware of their rights concerning workplace discrimination, which is unlawful.

Application Agreement

By applying for this position, you authorize HR Soul to exclusively consider you as a candidate for the specified opportunity. You affirm that the information you provided about your qualifications is true and that you have not misrepresented yourself. Additionally, you agree to keep confidential any details regarding the position that you may learn from HR Soul, sharing such information only as necessary to support your application process. In exchange, HR Soul pledges to make reasonable efforts to represent you throughout the job screening and resume distribution stages.

Salary Transparency Statement

Compensation for this position (and others) at HR Soul is based on multiple factors, including:

• The candidate’s skill set, experience, and education
• Required licenses and certifications
• Geographic location of the office
• Additional business and organizational considerations

In line with local regulations, HR Soul provides a salary range that reflects a reasonable estimate of the base pay for this role in areas where salary disclosure is mandated.