Office & Facilities 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 seeking an intelligent, motivated, and hands-on Office & Facilities Coordinator to support the day-to-day operations of its Tampa headquarters.The OpportunityThis is a hands-on role for someone who takes pride in creating a well-run, organized, and welcoming workplace. Based at the reception desk of the firm's Tampa headquarters, you'll play a key role in both the day-to-day running of the office and the experience of everyone who walks through the door.You'll be responsible for keeping the office running smoothly, from coordinating facilities and maintaining shared spaces to preparing meeting rooms, arranging catering, and providing basic AV support. You'll also serve as a key point of contact for employees, visitors, investors, and senior business leaders, ensuring every interaction reflects the professionalism and high standards of the organization.This role calls for someone who can move comfortably between front-of-house responsibilities and practical office coordination: welcoming a high-level client one moment, troubleshooting meeting technology the next, and making sure the details behind the scenes are taken care of throughout the day.The standard schedule is Monday to Friday, 10:00 a.m. to 6:30 p.m. Some later evenings will be required to support meetings, events, and other business needs. Candidates should be comfortable with a degree of flexibility, as these later evenings may occur with some regularity.About the OrganizationThis 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.Office & Facilities ManagementOversee the day-to-day running of the office, ensuring the workspace remains organized, functional, and professionally presented.Maintain kitchens, breakrooms, conference rooms, and shared spaces, ensuring they are clean, stocked, and ready for use.Monitor office supplies, kitchen inventory, and general consumables, anticipating needs and replenishing items before they run out.Coordinate routine maintenance, repairs, cleaning, and other facilities services with external vendors and building management.Identify opportunities to improve office organization, efficiency, and the overall workplace experience.Take ownership of office-related issues, following through to ensure they are resolved promptly.Meeting & Conference Room CoordinationCoordinate meeting-room schedules and prepare spaces for internal meetings, client presentations, investor meetings, and other business gatherings.Ensure rooms are set up appropriately, including seating, presentation equipment, video conferencing technology, refreshments, catering, and any required materials.Provide basic AV and technical support during meetings, helping troubleshoot issues with Teams, video conferencing, displays, and connectivity as needed.Arrange food and beverage orders for meetings, ensuring requirements are confirmed, deliveries arrive on time, and spaces are ready before attendees arrive.Reset meeting rooms after use and ensure they are ready for the next booking.Anticipate meeting requirements and proactively address any logistical needs.Procurement & Vendor CoordinationManage the ordering and replenishment of office supplies, kitchen provisions, catering, and other workplace essentials.Source products and services, compare options, and coordinate purchases in line with organizational needs and established processes.Liaise with vendors and service providers to arrange deliveries, maintenance, repairs, and ongoing office services.Track orders, deliveries, invoices, and outstanding requests, ensuring items and services are received as expected.Build effective relationships with vendors and look for opportunities to improve service, quality, and value.Support expense tracking and invoice processing related to office operations and facilities.Reception & Administrative SupportBe the first point of contact at the reception desk, welcoming visitors, clients, investors, and senior stakeholders with warmth, professionalism, and discretion.Create a polished, positive first impression, ensuring visitors receive a consistently high standard of service.Manage incoming phone calls, monitor general office email correspondence, and direct enquiries promptly and professionally.Coordinate visitor arrivals and meeting logistics, ensuring guests are expected, welcomed, and directed appropriately.Handle incoming and outgoing mail, packages, and deliveries.Provide general administrative support, including scheduling, contact management, expense reporting, and travel coordination as needed.Assist with preparing materials for meetings, presentations, and client interactions.Handle confidential information and sensitive interactions with discretion and sound judgment.Events & Team SupportCoordinate logistics for team lunches, internal events, client gatherings, and offsite meetings.Arrange catering, refreshments, supplies, room layouts, and other practical requirements.Provide hands-on support for special projects and ad hoc operational needs across the organization.Step in wherever needed to keep the office and wider team running smoothly.What We're Looking For2–3+ years of experience in office coordination, facilities coordination, reception, hospitality, or a similar administrative role.A polished, professional presence and confidence interacting with senior executives, investors, clients, and other high-level stakeholders.Excellent customer service skills and the ability to make people feel welcome while maintaining appropriate professionalism and boundaries.Strong verbal and written communication skills, including confidence managing phone calls and email correspondence.A discreet, service-oriented approach, with sound judgment when handling confidential information and sensitive situations.Experience supporting the day-to-day operations of an office, coordinating meetings, or maintaining a professional workplace.Highly organized, proactive, and attentive to detail, with reliable follow-through.Comfortable balancing reception duties with hands-on office coordination, meeting setup, facilities needs, and basic AV troubleshooting.Able to manage competing priorities in a fast-paced environment while maintaining a calm, professional manner.Proficient in Microsoft Office and comfortable learning new systems and tools.Team-oriented, adaptable, and willing to roll up your sleeves.Bonus PointsExperience coordinating office moves, facilities projects, or workplace improvements.Experience with purchasing, invoice processing, expense management, or tools such as Bill.com.Notary Public (or willingness to become one).Experience supporting a professional services, financial services, real estate, or executive office environment.The VibeProfessional but not rigid. Collaborative but accountable. This is a team that values people who take initiative, solve problems, and care about the details that make a difference.You'll thrive here if you enjoy being hands-on, keeping things organized, anticipating needs, and making life easier for everyone around you. You don't need to wait for a to-do list - you can spot what needs attention and make it happen.Why This Role?This is an opportunity to become an integral part of a sophisticated, multi-entity organization by taking ownership of the workplace that supports its people and business operations.You'll have visibility across the organization, build relationships with a variety of stakeholders, and play a meaningful role in creating an efficient, polished, and welcoming headquarters. As the business continues to grow, there will be opportunities to broaden your operational experience and take on additional responsibility.Diversity CommitmentAt 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 StatementHR 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 CommitmentHR 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: Contact HR SoulYour RightsHR Soul is dedicated to ensuring that all applicants are aware of their rights concerning workplace discrimination, which is unlawful.Application AgreementBy 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 StatementCompensation for this position (and others) at HR Soul is based on multiple factors, including:The candidate's skill set, experience, and educationRequired licenses and certificationsGeographic location of the officeAdditional business and organizational considerationsIn 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.