Office Manager

The Office Manager will oversee the day-to-day administrative, facilities, and operational functions of the Wandercraft’s Miami hub in Coral Gables. This is a hands-on, highly visible role for someone who thrives on variety and team collaboration. You’ll work closely with a team of physical therapists, clinical specialists, and field service specialists, and no two days will look quite the same. One day might involve coordinating with vendors and building maintenance, the next might involve supporting HR onboarding, patient-facing logistics, or event planning.

You’ll be an integral part of the team, building a collaborative and inclusive environment for staff, patients, customers and visitors. We’re looking for someone highly organized and proactive, who will take ownership of office operations. This role requires in person work at our Miami hub in Coral Gables Monday through Friday.

You’ll report to the Operations & Office Manager, based in NYC. The Office Manager will be in charge of (non-exhaustive list):

General Responsibilities

• Support Sales and clinical specialists host office meetings with patients, partners and customers

• Support day-to-day management of the “Walk In Miami” physical therapy center, including scheduling patients and coordinating calendars

• Handle mail, deliveries, and general office logistics

• Answer telephone calls and emails and direct them to relevant staff

• Monitor office supplies and order stationery, furniture, appliances and electronics as needed

• Support new employees’ onboarding by coordinating with managers and IT to organize onboarding essentials (phone line, laptop, keys, access pass, etc.)

• Report on office operations to the Operations & Office Manager and collaborate on ways to improve office processes

• Work closely with Finance and the Operations & Office Manager to create and track the office expense budget

• Assist with managing vendor invoices, routing them to the right staff for approval

• Foster a strong office culture and an inclusive patient and customer community by organizing team-building activities and internal and external events

• Source and manage relationships with external vendors, such as HVAC, electrical, building management, and internet, to ensure seamless day-to-day office operations. Negotiate vendor contracts where there’s an opportunity to save costs

• Build and maintain relationships with external stakeholders, such as event attendees, partners, and local organizations to enhance community engagement and expand the reach of in-office events

• Diploma: Bachelor degree

• Experience: 2+ years of experience in office management, operations, or administrative coordination (healthcare, medical device, or clinical setting a plus)

• Required skills:

  • Strong written and verbal communication skills to produce reports, assign tasks, accept instructions and handle vendor contracts, among other tasks - Autonomous level

  • Organization and the ability to multitask to complete a wide variety of tasks - Expert level

  • Ability to adapt to new tasks as company or office needs evolve - Autonomous level

  • Strong interpersonal skills to interact positively with all employees - Expert level

  • Leadership ability to manage challenges - Autonomous level

  • Attention to detail to ensure tasks are completed thoroughly and correctly - Expert level

Strong organizational skills with the ability to juggle multiple workstreams

Excellent written and verbal communication skills

Bilingual (English/Spanish) would be a plus

Type of contract: At Will

Benefits:

• Medical, Vision & Dental plan premium covered up to 80% by the company

• 401(k)

• 4 weeks PTO

Starting Date: ASAP

Location: Wandercraft Inc. 255 Alhambra Circle, Suite 150, Coral Gables, FL 33134 /Full-time on site