Job Title: Administrative Coordinator
Location: Tampa, Florida
Company Overview: OneofUs is a multi-family office dedicated to managing the financial, legal, and administrative affairs of our clients with the utmost professionalism and discretion. We are seeking a highly organized and proactive Administrative Coordinator to join our team. This role is pivotal in ensuring seamless communication and coordination between internal teams and external partners.
Position Overview: We are seeking a highly organized, detail-oriented Administrative Coordinator to support the daily operations and assist the leadership of our family office. The ideal candidate will have a background in business, finance, or accounting (degree preferred), or equivalent real-world experience. This person will serve as a central point of communication, coordinating with various internal and external parties. They will also manage document and information organization, scheduling, and various other administrative duties.
Key Responsibilities
Communication & Coordination:
· Serve as the primary liaison between the family office and external parties, including attorneys, accountants, and executive staff of closely held businesses.
· Filter and prioritize communications within the organization to ensure streamlined and efficient communication flow.
· Coordinate and manage the execution of various projects by tracking and following up on action items, deadlines, and information request and delivery.
Document & Information Management:
· Manage and maintain organized records and documentation for all family office clients.
· Ensure all documents are properly filed, updated, and easily accessible.
· Uphold confidentiality and security of all sensitive information.
Meeting Preparation & Follow-up:
· Prepare meeting agendas and materials, take detailed notes, and draft summaries.
· Distribute meeting materials to relevant parties in a timely manner.
· Track action items and ensure follow-through on deadlines.
· Follow up on meeting outcomes to ensure timely completion of action items.
Administrative Support:
· Handle incoming calls, emails, and correspondence professionally and promptly.
· Prepare reports, presentations, and other documents as required.
· Coordinate and schedule meetings, appointments, and events.
· Assist in travel arrangements and itinerary planning for executives.
Office Management:
· Oversee office supplies inventory and place orders when necessary.
· Ensure the office environment is clean, organized, and conducive to productivity.
· Coordinate with vendors and service providers as needed.
Financial Administrative Tasks:
· Assist with basic accounting tasks such as invoice processing and expense tracking.
· Collaborate with the finance team to support budgeting and financial reporting activities.
Project Assistance:
· Support special projects and initiatives, ensuring they are completed on time.
· Conduct research and compile data to aid decision-making processes.
Qualifications and Requirements
Education:
· Bachelor's degree in Business Administration, Finance, Accounting, or a related field preferred.
· Relevant real-world experience in business, finance, or accounting sectors may substitute for formal education.
Experience:
· Proven experience in an administrative or coordination role in a fast-paced professional setting.
· Experience working with ultra-high-net-worth individuals and families and an understanding of their general needs is a plus.
· Familiarity with the operations of a family office or financial services environment is a plus.
Skills:
· Exceptional organizational skills with intense attention to detail.
· Ability to handle sensitive information with discretion and confidentiality.
· Strong professional communication skills, both written and verbal.
· Ability to manage multiple tasks simultaneously and prioritize effectively.
· Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
· Familiarity with document management systems and scheduling tools.
Attributes:
· Demonstrates strong cleanliness and maintains an orderly work environment.
· Timely and consistent in executing tasks and meeting deadlines.
· High level of integrity and ability to handle confidential information discreetly.
· Proactive problem-solver with a positive attitude and strong work ethic.
Benefits
· Competitive salary based on experience.
· Comprehensive health, dental, and vision insurance.
· Paid time off and holidays.
· Opportunities for professional development and growth within the organization.
