Smartech · 20 hours ago
Office Manager
Miami, FL
Full-time
Onsite
Mid Level
3+ years expSmartech is a licensed Electronic Security and Solutions Provider located in Doral, FL. The Office Manager is responsible for coordinating and overseeing daily administrative and operational functions to ensure smooth and efficient office operations.
Public SafetySecurityVideo
Responsibilities
Oversee daily office functions including mail handling, supply inventory, and facility maintenance
Maintain business licenses, permits, and insurance policies (e.g., auto, general liability, worker’s compensation, health related insurance, cyber)
Coordinate travel arrangements and meeting logistics for executive leadership
Organize physical and digital filing systems, ensuring accessibility and compliance
Plan and coordinate internal office events, staff meetings, and company functions
Update and implement office procedures, including client onboarding packages
Serve as the first point of contact for clients and visitors, ensuring a professional and welcoming experience
Respond to customer and vendor inquiries via phone and email with a high level of service
Support subcontractor onboarding and compliance by maintaining updated documentation (e.g., tax forms, insurance, NDAs)
Manage builder and contractor communications, ensuring alignment on project timelines and deliverables
Track and renew vendor contracts and negotiate pricing and terms as needed
Manage technician schedules, ensuring availability of required materials and timely appointment booking
Maintain service calendar with a minimum three-day lead time for field visits
Assist in preparing estimates and confirming approvals prior to scheduling work
Ensure field technicians arrive on time, complete visit notes, and that clients are updated about any delays
Provide accounting team with necessary project and billing data for weekly invoicing
Assist with collections and management of client payment methods, including auto-pay
Monitor and manage office-related expenses and budgets to ensure cost-efficiency
Support recruitment, onboarding, and record-keeping for new hires
Distribute company updates and communications to staff as directed by leadership
Assist with maintaining a collaborative and compliant workplace environment
Qualification
Required
Strong organizational, time management, and problem-solving skills
High attention to detail and ability to multitask in a fast-paced environment
Excellent written and verbal communication skills in both English and Spanish
Customer service-oriented with a professional and courteous demeanor
Proficient in Microsoft Office (Excel, Outlook, Word, PowerPoint) and cloud-based tools such as Dropbox, SharePoint, and SmartSheets
Ability to maintain confidentiality and composure under pressure
High school diploma or GED required
Minimum 3 years of experience in office management, administrative coordination, or customer service
Bilingual (English and Spanish) – Required
Must pass background and credit checks
Ability to adapt to shifting priorities and deadlines
Preferred
Familiarity with QuickBooks Online and field scheduling software (e.g., SecurityTrax) preferred
Associate degree in Business Administration or related field preferred
Experience in the electronic security or technology industry is a plus
Benefits
Health related insurance
Company
Smartech
A licensed Electronic Security and Solutions Provider operating in FL/NY/NJ with focus in Video, Access, CSIM, Fire and Intrusion Detection.
11-50 employees
Funding
Current Stage
Early StageCompany data provided by crunchbase