Administrative Operations Coordinator

Administrative Operations Coordinator

Now Hiring: Administrative Operations Coordinator – Fort Lauderdale Area.

Are you the organized, operation-minded professional we’re looking for?

Do you thrive in fast-paced environments where precision, communication, and coordination are key? Do you naturally anticipate what needs to happen next and make sure it does? Are you experienced in supporting project execution, working with multiple teams, and ensuring nothing slips through the cracks?

We are looking for someone who excels at handling and coordinating operational administrative duties and site-related work to ensure that:

All post-selling activity and project execution processes are properly anticipated, scheduled, executed, and reported in the Company IT Systems.

All Operations Department activities are timely coordinated and reported in accordance with Company protocols, policies, and SOPs.As our Administrative Operations Coordinator, you will be the central point of alignment for operational and project-execution activities.

What You'll Do:

• Ensure that sales are closed in accordance with Company policies
• Schedule and coordinate the projects.
• Create projects, work tickets and other records mandated by the IT System and coordinate with the clients, teams and subcontractor.
• Schedule the work with clients and coordinate with teams and subcontractors and anticipate and resolve conflicts.
• Enter job orders with pertinent information. Distributes work order to the right personnel. Follow up on completion of work orders.
• Issue POs for subcontractor and equipment and supplies.
• Coordinate the collection of sign off forms for each job.
• Validate and update Work Tickets and validate actual spending (time and material), including service invoicing.
• Monitor and report daily and weekly task planning and execution.
• Check source documents against entered data to ensure data integrity at every stage.
• Assist in developing and maintaining improved records within the database system.
• Follow data program techniques and procedures to maintain data entry requirements.
• Enter data into prescribed database software.
• Verify entered data by reviewing, correcting, changing or deleting entered information.
• Resolves billing and service discrepancies to help and ensure timely and accurate client billing and billing adjustments.
• Sets up new accounts in the Accounting System. Follows communication protocol
• Participate in the implementation of new processes and procedures.
• Participate to preparation of proposals with pricing information provided.
• Filing of Contracts in Customer folders (virtually as well).
• Strong adherence and enforcement of Company policies and SOP.
• Partner with Client Relations Manager to ensure duties coverage during Coordinator absence.
• Performs other duties as assigned.

What We're Looking For:

• High school diploma, BS or associate degree preferred
• 3-5 years of administrative experience and/or customer service
• Experience in the Construction business (administrative position)
• Strong data entry experience.
• Bilingual in English/Spanish is required.
• Excellent oral and written communication skills.
• Ability to communicate with different levels of internal and external customers.
• Strong communication and customer service skills.
• Strong attention to detail.
• Working knowledge of MS Word/ Excel/Outlook.
• Must be able to multi-task effectively.
• Must have Problem Solving Skills.
• Experienced working in a fast-paced environment with high volume
• Follows instructions and meets deadlines.