Administrative & Office Coordinator

About Us

Office Puzzle is an all-in-one platform that helps behavioral health, therapy, and home health providers focus on client care by simplifying scheduling, documentation, billing, and compliance. We reduce the administrative burden so providers can stay organized and deliver high-quality care.

We're a small, fast-moving team that cares deeply about our customers and each other. Every role has real impact, and as we grow, your work will directly shape how we operate and scale.

About the Role

As our Administrative & Office Coordinator, you'll be the person our leadership team relies on to keep things organized, moving, and taken care of — from office logistics to administrative support across the company. This role reports directly to the CEO and provides hands-on administrative support across multiple areas of the company, including HR coordination and basic bookkeeping.

This is an entry-level role with real visibility. You'll work closely with the CEO and leadership team, get an inside view of how a fast-growing SaaS company operates, and build hands-on experience across multiple business functions from day one. The right person is dependable, detail-oriented, and takes pride in the behind-the-scenes work that keeps a team running well.

Key Responsibilities

Administrative Support

• Provide day-to-day administrative support to the CEO — including scheduling and managing follow-ups so nothing falls through the cracks.
• Coordinate travel arrangements for leadership and team members, including flights, hotels, and ground transportation.
• Coordinate logistics for board and internal meetings — including scheduling, room or video setup, and any day-of coordination.
• Support cross-functional administrative needs across the company as they arise.

Office Management

• Serve as the primary point of contact for building management and office vendors, handling day-to-day communication and coordination.
• Manage vendor relationships — track active contracts, monitor renewal dates, and follow up on open items to ensure services are running smoothly.
• Oversee office supplies, equipment, and common areas to ensure the workspace is functional and well-maintained.
• Coordinate logistics for any in-office needs, from deliveries and maintenance to workspace setup for new hires.

HR Coordination

• Coordinate onboarding logistics for new hires, including documentation collection, system setup in tools like Justworks and Asana, and ensuring a smooth first-day experience.
• Maintain accurate employee records and assist with administrative tasks across the employee lifecycle (onboarding, offboarding, and in between).
• Track key HR dates and deadlines, including document renewals, compliance requirements, and other time-sensitive items,  and flag them proactively to leadership.
• Serve as a reliable resource for team members navigating basic administrative or HR processes.

Bookkeeping Support

• Monitor accounts receivable and follow up on outstanding invoices.
• Reconcile invoices issued against payments received and flag discrepancies promptly.
• Maintain organized, accurate records in accounting software (QuickBooks or similar).
• Support basic financial tracking and reporting tasks as directed.

Who Thrives in This Role

This role is a great fit for someone who:

• Is highly organized and holds themselves to a high bar for accuracy and follow-through.
• Communicates clearly and professionally in both English and Spanish.
• Stays calm and focused when managing multiple tasks or shifting priorities.
• Is dependable: your teammates and leadership know they can count on you.
• Handles sensitive information with discretion and understands the importance of confidentiality.

Required Qualifications

• 1+ years of experience in administrative, office support, or experience demonstrating organization and reliability.
• Located in South Florida and able to commute to the office at least 3x per week.
• Bilingual in English and Spanish (written and spoken) — required.
• Strong organizational skills and ability to manage multiple tasks with competing deadlines.
• Attention to detail and a high bar for accuracy and follow-through.
• Comfortable learning and working in digital tools (Google Workspace, project management software, etc.).

Nice to Have

• Experience with QuickBooks or other accounting software.
• Familiarity with tools like Justworks, Asana, or similar HR and project management platforms.
• Proficiency in Excel or Google Sheets.
• Experience supporting a senior leader or executive in a fast-paced environment.