Office Coordinator, LatAm

The Role

Kobalt Music’s close knit team in Miami are looking for a highly organized and interpersonal Office Coordinator with great attention to detail and strong communication skills. Alongside your office management responsibilities, you’ll be working closely with the executive team supporting across a range of administrative tasks and projects. This is a great opportunity for someone highly organized with experience of working in similar roles in fast-paced to work for a team passionate about transforming the industry, providing an alternative to the traditional music industry model. 

What You’ll Do

• You provide receptionist coverage including greeting visitors, answer phones, generate internal/external correspondence etc., as well as maintain stock of office & kitchen items required for day to day business
• You ensure that all new employees are set up with required credentials, key card access, office space, equipment and supplies
• You manage scheduling for the conference room, ensuring room is kept neat and clean before and after each meeting
• You raise invoices/POs for all building/facilities-related work/vendors
• You interact with both employees and building facilities representatives in the coordination of addressing issues, maintenance requests and corrective measures
• You provide administrative support to key stakeholders, including organizing and managing calendars, coordinating travel and transportation arrangements, and prepare and submit expense reports
• Take minutes at meetings, organize meeting materials, and ensure all necessary arrangements are in place and organize and maintain confidential records, files, and other corporate documents
• Serve as the liaison between key stakeholders and external/internal partners and ensure proactively follow up on outstanding commitments and deliverables, ensuring deadlines are met and issues are escalated when necessary

What You’ll Bring

Preferred:

• You have relevant administrative experience, preferably supporting and interacting with senior level executives, with proven experience in supporting a busy and dynamic department.
• You are highly proficient in all Microsoft Office programs required, especially PowerPoint, Word and Excel.
• You have strong verbal, written and interpersonal communication skills 
• You have an ability to work independently, handle multiple projects, adapt to changing priorities whilst maintaining the highest level of confidentiality.
• You are a highly organized team player with attention to detail, comfortable working in a fast paced, high volume & evolving environment.

Additional Skills Include:

• Fluency in Spanish 

Interview Process

• Introductory call with a member of our Recruitment Team
• Interviews with team and hiring manager
• Final stage interview and Q&A
• Feedback at each stage

What Success Looks Like

• By Month 3: Have a clear understanding of company structure and office workflows, handle calendar management and travel arrangements and meeting coordination with minimal errors. 
• By Month 6: Fully independent in coordinating office operations and executive support tasks. 
• By Year 1: You’ll proactively identify areas of improvement in office procedures and helps executives focus on high-value work by consistently chasing follow-ups, managing priorities, and clearing roadblocks.

Key Behaviors for Success

• Exceptional communication: Clear and concise verbal and written communication to interact effectively with colleagues and vendors.
• Time Management & Prioritization: Effectively balances multiple tasks and deadlines in a fast-paced environment, handling multiple priorities and managing an executive’s time and priorities.
• Strong Organization: Being highly organized is fundamental for managing tasks, schedules, and maintaining a productive office space.

Why Choose Us

At Kobalt, we’ve championed creators since 2000. Our technology and music services are built to make the industry more transparent, fair, and rewarding for artists, songwriters, and rights holders. We’re proud to work with some of the world’s most influential talents including Phoebe Bridgers, Sam Fender, Paul McCartney, Foo Fighters, Karol G, Young Thug, Kali Uchis, and Andrew Watt as well as acclaimed writers like Simon Aldred (Rag’n’Bone Man, Liam Gallagher, Celeste) and Clarence Coffee Jr. (Dua Lipa, Lizzo, The Snuts).

We’re a company that thrives on creativity, collaboration, and progress. Our values: Music First, Transparent, Tech Powered, and Transformative. Shape how we work, build, and grow together. We are a community of people who care deeply about making a meaningful impact in music and technology.

Kobalt is an equal opportunity employer. We believe in equitable access to opportunities and are committed to building a diverse, inclusive, and supportive workplace. We welcome applications from people of all backgrounds and identities. If you need any adjustments during the hiring process, please let us know we’re happy to help.

If this sounds like you, then please share your story by filling out the application below. To get you in the right mood, have a listen here to songs by our talented creators, especially curated to get you in the right mood when looking for the next challenge! 

IMPORTANT NOTICE

US: Applicants must be eligible to work in the United States. A full background check on acceptance of offer. Kobalt is an equal opportunity employer encouraging diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, national origin, gender, age, religion, disability, sexual orientation, or any other status or characteristic protected by law.