A confidential, highly respected investment and commercial real estate development organization is seeking an intelligent, motivated, and hands-on Office Coordinator / Receptionist to serve as the hub of its Tampa headquarters.
This role sits at the intersection of people, operations, and experience—supporting a fast-paced, collaborative team while helping create a polished, welcoming, and highly functional office environment for employees, investors, and clients alike.
You won’t just “sit at the front desk”—you’ll run the front of the house and keep the engine humming behind the scenes.
About the Organization
This 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.
This role plays a key part in bringing that mission to life day in and day out.
What You’ll Be Doing
This is a high-visibility, high-impact coordination role with a mix of administrative precision and operational ownership:
Front Office & Experience
Serve as the first point of contact—greeting visitors, clients, and partners with professionalism and warmth
Manage incoming calls and direct them efficiently
Maintain a polished, organized, and welcoming office environment
Office Operations & Coordination
Oversee day-to-day office needs including supplies, kitchens, conference rooms, and shared spaces
Stock and maintain breakrooms, meeting spaces, and common areas
Coordinate conference room scheduling and meeting setup
Manage mail, packages, and deliveries
Administrative Support
Assist with scheduling, contact management, expense reporting, and travel coordination
Support preparation of materials for meetings, presentations, and client interactions
Provide general administrative support across teams as needed
Vendor & Event Coordination
Coordinate with external vendors for office services and maintenance
Assist in planning internal events such as team lunches, happy hours, and offsite meetings
Team Support
Jump in wherever needed—this is a collaborative, roll-up-your-sleeves environment
Support special projects and ad hoc requests across the organization
What We’re Looking For
We’re looking for someone who brings both competence and care to everything they touch:
2–3+ years of experience in a receptionist, office coordinator, or administrative role
Highly organized with strong attention to detail and follow-through
Personable, professional, and confident interacting with a variety of stakeholders
Comfortable managing multiple priorities in a fast-paced environment
Proficient in Microsoft Office; quick to learn new systems and tools
Self-starter who takes initiative and looks for ways to improve processes
Team-oriented with a low-ego, high-accountability mindset
Strong communication skills, both written and verbal
Ability to maintain strict confidentiality at all times
Bonus Points
Notary Public (or willingness to become one)
Experience with tools like TravelPerk, Bill.com, or similar platforms
What Else You Should Know
This is a fully onsite role in downtown Tampa
The position requires occasional light physical activity (lifting, stocking, moving throughout the office)
Limited travel may be required (up to ~10%)
The Vibe
Professional but not rigid. Collaborative but accountable. This is a team that values people who show up, figure things out, and make the day better for everyone around them.
Why This Role?
It’s a strong entry point into a sophisticated, multi-entity organization where you’ll gain exposure across functions, build foundational business skills, and become an essential part of the team’s daily success—with room to grow as the company continues to expand.
