Administrative Operations Coordinator

Job DescriptionBasic Function:

Administrative Operations Coordinator will handle and coordinate operations administrative duties and site work to ensure that:

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

Operations department activities timely coordinated and reported in accordance with Company protocols, policies and SOP are enforced.

The Operations Administrator is a key player in our client service and quality approach by reporting and enforcing the proper execution of work and maintaining a timely and professional communication with our clients, teams and subcontractors.

Major Responsibilities:

- 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.

Education and Experience Requirements:

- 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.

Work Environment:

This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines, and standard warehouse equipment such as hand trucks, box cutters and tape dispensers.

Physical Demands:

While performing the duties of this job, the employee is regularly required to talk or hear. This position requires the ability to occasionally lift office products and supplies, up to 20 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

This Job Description is not an employment contract. The company reserves the right to change the job description and the job duties without notice.

I certify that I understand the job description, I possess the above qualifications, and that I can perform each of the above functions with or without an accommodation.

Join Our Team

Become an integral part of our operations team, contributing to the efficiency and success of our projects. If you thrive in a fast-paced environment, possess exceptional organizational skills, and are passionate about ensuring smooth operational processes, we welcome you to apply and grow with us.

Note: This job description is intended to convey information essential to understanding the scope of the position and is not an exhaustive list of skills, efforts, duties, responsibilities, or working conditions associated with it.

You have passion for exceeding customer expectations providing a worry-free experience. You are looking to advance your career and enjoy the rewards that come with working at a growing company that is positioned as an industry leader. You seek to make people's lives better every day. You want to join a team of dedicated professionals utilizing cutting edge technology to deliver best-in-class results. If this sounds like you, then we want to meet YOU!

Total Cleaning is the premier and most trusted provider of managed sanitation services in Florida. We offer our clients an experience that fits their needs with a dedicated team working around the clock on scheduled site visits and utilizing the latest in cleaning technology.

Total Cleaning - Total Clean, Total Care.

We offer PTO (Vacation, Sick and Personal Time), Health Insurance, Dental Insurance, GAP Insurance and Vision Insurance, Company paid holidays and the chance to join an exciting growing company!

Apply now!

 Screening Requirements

Drug Screen, Criminal Background Check, Education Verification, Employment Verification

Benefits

Medical Insurance, Life Insurance, Dental Insurance, Vision Insurance, Paid Vacation, Paid Sick Days, Paid Holidays