Summary

The Department: Real Estate & Office Services

The Real Estate & Office Services team at Gemini are ambassadors of our core values, dedicated to supporting the company through rapid growth and beyond. The Office Services team is seeking an Miami, FL, Office Management Analyst whose main duties will focus on office management and maintenance as well as community engagement. You will be responsible for making sure the day-to-day operations of Gemini's Miami office runs smoothly and in line with the company's culture. The ideal candidate has a desire to make an immediate impact and is excited to take on an extended multi-year role focused on creating and sustaining a supportive environment for our employees.

The Role:

This is a full-time entry level position at Gemini’s office in Miami, FL. The role requires an in office presence of 4 days per week with 1 remote work day per week. The Office Management Analyst will be responsible for creating and sustaining a supportive environment for employees. This role will be responsible for making sure the day to day operations of the Gemini Headquarters run smoothly and in line with the company's culture. They will be part of a team of individuals dedicated to supporting the company through rapid growth, and beyond. It is important to note that we are looking for someone who is passionate about this type of role and Gemini’s values, and to preferably be on this journey for a minimum of 2 years.

Responsibilities:

1. Act as a visible representative of the company by welcoming employees and visitors as well as determining their needs and directing them appropriately.
2. Monitor visitor and employee access and aids with check in.
3. Liaise with lobby security to resolve visitor and employee access issues. 
4. Assist with conference room scheduling and set up and clean up as needed. 
5. Maintain security by following procedures, issuing badges and coordinating employee access registration.
6. Maintain a clean, welcoming reception area and conference rooms. 
7. Assist in planning and executing in-house or off-site activities + events.
8. Address employees queries regarding office management (e.g. office supplies, food and beverage).
9. Liaise with building management vendors, including cleaning, catering and security services.
10. Create and maintain a clean, organized, and enjoyable environment for all Gemini employees:
11. Arrange necessary repairs to upkeep office conditions.
12. Coordinate with various departments on office equipment needs.
13. Address employee queries regarding office management issues or needs.
14. Maintain kitchen area - placing orders for consumables as well as office supplies.
15. Adhere to office budget while ensuring accurate and timely expense reporting.
16. Act a space manager by:
17. Willingness to ‘roll up sleeves’. 
18. Keep it clean and tidy with multiple intra-day refreshes.
19. Report broken equipment and following up for timely repairs with the RESO team. 
20. Monitor the room schedules from beginning to end of day.
21. Seek out ways to make the space more operationally efficient.

Qualifications: 

1. Bachelor’s degree preferred.
2. 1-2+ years experience in office admin/operations role.
3. Passion for creating a positive and welcoming work environment.
4. Confident verbal communication and professional written communication.
5. Strong multitasking skills and experience successfully solving complex problems from end-to-end.
6. Highly organized and detail-oriented.
7. Willingness to roll up your sleeves and ability to wear many hats.
8. Comfort with moderate physical action related to organizing and reorganizing tasks related to in-office events.
9. Ability to prioritize and tackle tasks in an efficient and timely manner with keen attention to detail.
10. Willingness to work independently as well as collaboratively.
11. Experience in a high-growth startup with high-growth operations needs.
12. Demonstrated ability to work cooperatively and collaboratively with management, internal teams and vendors.
13. Reliable in-office presence:
14. Must be able to be in the Miami office 4 full days per week with 1 remote day per week.
15. Top Notch Hostess/Host:
16. Enthusiastic, friendly but professional demeanor when catering to guests and associates.
17. Has a good understanding of hospitality and customer service.
18. Able to anticipate the needs of the guest (especially repeat visitors).
19. Able to manage difficult personalities with grace.  
20. Excellent communicator and with follow through:
21. Clear concise written and verbal communicator.
22. Ability to switch communication style based on audience and direct all levels of staff (including management).
23. Send follow up communications to indicate when tasks are completed or report roadblocks when necessary.
24. Assertive but polite.
25. Strong GSuite and Slack competence. 
26. Diplomatic Crisis Manager:
27. Ability to immediately ID a crisis, communicate the issues, handle by finding a solution or escalate to next level.
28. Ex: Conference room is down, message Tech-Infra and reach out to those with conference room reservations. 
29. Act with urgency and discretion to maintain privacy and confidentiality when the situation calls for it.
30. Strong Multitasker:
31. Ability to switch from one priority to another with little notice and without getting flustered.
32. A super sub who can step in at any time to provide backup for travel, office orders, catering, and administrative support for leaders and colleagues.  
33. Coordinate clerical, special projects, events and errands. 
34. Has knowledge of the space and understands how things operate beyond the desk.

It Pays to Work Here

The compensation & benefits package for this role includes:

1. Competitive starting salary
2. A discretionary annual bonus
3. Long-term incentive in the form of a new hire equity grant
4. Comprehensive health plans
5. 401K with company matching
6. Paid Parental Leave
7. Flexible time off

Skills

• Communications Skills
• Operations
• Team Collaboration