Office Administrator

Office Administrator

We're looking for a dynamic, highly organized Office Administrator to oversee the daily operations of our newly opened Miami office. This is a key position for someone who thrives in a fast-paced, high performing environment and is passionate about delivering exceptional support. In this role you'll be responsible for hands-on office organization, coordinating vendors and facilities, supporting in-office operations, and proactively solving day-to-day challenges. You'll serve as the central point of contact for the office, ensuring everything runs smoothly, efficiently, and professionally, while exercising sound judgment, flexibility, and discretion.

At A-CAP, you'll be part of a tight-knit, mission-driven team where your work has a real impact. You'll help shape the culture and rhythm of the Miami office, supporting a workplace that reflects energy, excellence, and collaboration. If you enjoy being the go-to person who keeps things running seamlessly and takes ownership of the office environment, we want to hear from you!

What You Will Do:

• Perform reception duties by welcoming visitors and guests, managing phone inquiries, and handling incoming/outgoing mail and packages in compliance with security protocols.
• Oversee daily office operations to ensure a professional, welcoming, and well-maintained workplace.
• Handle office facilities, including space upkeep, vendor coordination, repairs, equipment, and supplies.
• Negotiate the purchase of office supplies, equipment, and services in accordance with budgetary guidelines.
• Partner with HR on office layout planning, seating arrangements, internal moves, and onboarding/offboarding coordination.
• Collaborate with HR to support employee experience through events, office celebrations, and engagement initiatives.

Technology Support Responsibilities:

• Executive support: Provide the Executive team assistance with direct troubleshooting, and coordination with remote IT support.
• Onboarding/Offboarding: Support HR and remote IT team with desktop setup, workstation configuration, and software installation for onboarding employees.
• Office technology: Support A/V functions including video-conferencing equipment, video-walls, streaming services.
• Employee support: Act as a liaison between on-site employees and IT for troubleshooting technical issues, while ensuring compliance with A-CAP's cybersecurity protocols during equipment handling.
• Resourcefulness with evolving technology.

What You Will Need:

• Experience: 5+ years in office administration or similar role, preferably within private equity, investment management, finance, or other professional services.
• Education: Bachelor's degree preferred or equivalent relevant experience.
• Professionalism: High level of discretion, diplomacy, and confidentiality in all matters.
• Organization: Exceptional time management, ability to multitask, and attention to detail.
• Communication: Excellent verbal and written skills; ability to present information clearly and concisely.
• Technology Skills: Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint); ability to quickly learn additional systems (conferencing tools, etc.) and provide on-site assistance to remote IT support teams.
• Problem Solver: Proactive, analytical, resourceful and solution-focused mindset.
• Good Judgement: Ability to work independently, make sound judgments, and manage competing priorities.
• Team Player: Strong interpersonal skills, and customer service mindset.
• Adaptability: Thrives in a fast-paced, dynamic, and sometimes stressful environment.

Position Type and Expected Hours of Work: This is a full-time position. Days and hours of work are Monday through Friday, 9:00 a.m. to 6:00 p.m., 40 hours weekly, or as otherwise arranged with the manager of the department.

US Work Authorization Is Required. Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment visa at this time.

EEO Statement: A-CAP is an Equal Opportunity Employer and does not discriminate in recruiting, hiring, promotion or any other personnel action based on the basis of race, ethnicity, national origin, color, sex, gender, gender identity or expression, sexual orientation, religion, age, disability, veteran status, or any other basis covered by appropriate law. We comply with the laws and regulations set forth in the Know Your Rights poster. All employment is decided on the basis of qualifications, merit, and business need. To request an accommodation, contact hr@acap.com and we will make every effort to respond to your request within 48 business hours to work towards a positive solution.

Disclaimer: The above is intended to describe the general content of and requirements for the performance of this job. It should not be construed as an exhaustive statement of duties, responsibilities, or physical requirements. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.