Operations Associate

A growing Miami-based organization is hiring its first workplace Operations Associate. You will be responsible for run day-to-day operations at the Miami office and overseeing a growing portfolio of leased commercial and residential property, including a warehouse entering a major renovation and residential units that house the team. The work spans hands-on office management, vendor and facilities coordination, and lease administration across the portfolio. The right person will build the systems this function runs on: the lease calendar, the vendor bench, the documentation, and the protocols. Experience in property operations/management is a plus

This is an opportunity to join a great team with stability and room for growth

Key Responsibilities

Office Operations

• Oversee daily office operations, facilities, and space use, with regular walkthroughs to catch maintenance needs early
• Coordinate repairs, deliveries, mail, and vendor visits with minimal disruption to the workday
• Keep food, beverages, supplies, and essentials stocked, with clean purchasing and inventory records
• Serve as primary contact for cleaning crews, plant care, landscaping, and utilities
• Support visiting team members and executives, including preference tracking and visit coordination

Warehouse Operations & Renovation Support

• Manage day-to-day facilities: access, security, cleanliness, storage, and inventory of stored assets
• Schedule site access for contractors, vendors, movers, and deliveries throughout the renovation
• Act as liaison between Capital Projects, the General Contractor, and leadership, routing questions and surfacing decisions that need approval
• Communicate access changes and space availability to warehouse stakeholders during construction

Lease Administration & Employee Housing

• Maintain a complete, current system of record for every lease: term dates, rent, notice and renewal deadlines, deposits, and key obligations
• Track every decision window ahead of deadline, gather input, and bring a clear recommendation to the right decision-makers
• Serve as first point of contact for employees with housing questions, resolving what you can and routing the rest
• Manage rented furniture across the portfolio: track agreements and coordinate timely pickup and return
• Coordinate move-in and move-out readiness alongside HR as team members arrive, relocate, and depart
• Partner with accounting on security deposits, utility accounts, and portfolio spend, including condition reports and deposit recovery
• Track insurance requirements and keep legal and the insurance broker current
• Maintain an accurate occupancy roster and help forecast future housing needs against hiring plans

Vendors & Service Providers

• Source, vet, and manage vendors and contractors across the portfolio, including bids for recurring and one-off work
• Maintain vendor documentation (certificates of insurance, W-9s, licenses) and a directory with terms, renewal dates, and performance notes
• Schedule and oversee on-site work, secure required approvals, and review invoices against agreed scopes

Qualifications

• 5+ years of relevant office management, facilities, administrative, or property operations experience
• Valid driver's license and reliable transportation for regular travel between properties
• US work authorization
• Commitment to confidentiality, safety, security, and privacy
• COVID vaccination and booster
• Ability to lift and move up to 50 lbs and be on your feet across multiple sites; comfortable in construction and warehouse environments
• Anticipates needs, builds structure where none exists, and works well through ambiguity
• Sound judgment about what to handle and what to escalate
• High emotional intelligence, discretion, and pride in behind-the-scenes work
• Warm, poised, calm, collaborative, organized, and service-oriented
• Strong recordkeeping instincts and fluency with modern productivity tools (Notion, Way2B1, Google Workspace)
• Demonstrated use of AI to streamline administrative work is a plus
• Desired, not required: property management or lease administration experience, a construction or trades background, multi-site portfolio experience, and bilingual English/Spanish

Location: Miami, FL (on-site)

Compensation: 120-150K DOE + Excellent benefits package, PTO, discretionary bonus

Schedule: Onsite Monday-Friday 9am-5pm (with travel between office and properties in area up to 30% of the time); flexibility to work extended hours and occasional weekends required`

Pocketbook Agency is acting solely as a recruiting and placement firm for this position and is not the employer of record for this role unless otherw