Optimum RTS - Administrative Coordinator
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Administrative Coordinator

Location : Jupiter, FL
Job Type : Direct
Hours : Full Time
Travel : No
Relocation : No
Job Industry : Cleaning

Job Description :
Local cleaning services (commercial, construction, residential) company is seeking an experienced Administrative Coordinator for their office in Jupiter, FL.

This position has the potential to grow into an office manager or working on project proposals!

Key Responsibilities:


  • Answer and direct phone calls.

  • Take customers' request/potential client intake

  • Assist QC with client calls as follow up service quality

  • Mailing clients on special occasions

  • Manage mailing needs

  • Organize and schedule appointments and meetings

  • Plan meetings and take detailed minutes. File Minutes of Management Meeting Reviews (MMR)

  • Write and distribute email, correspondence memos, letters, faxes and forms.

  • Assist in the preparation of regularly scheduled reports.

  • Develop and maintain a filing system.

  • Update and maintain given office policies and procedures.

  • Manage office and warehouse leases

  • Maintenance of the inventory of office supplies and equipment.

  • Request insurance certificates to our insurance representative

  • Collaborate with recruitment/hiring activities

  • Intake new personnel - HR basics

  • E-verify logs and forms

  • Order office supplies and verify correct shipment reception. Log purchase orders , verify them

  • Maintain contact lists

  • Assist with recertifications and prequalification process and submittal

  • Book travel arrangements

  • Maintain business memberships

  • Coordinate CEO meetings and schedules

  • Provide general support to visitors

  • Act as the point of contact for internal matters, remote employees and external clients

Required Qualifications :


  • Excellent verbal and written communication skills.

  • Working knowledge of office equipment, like printers and fax machines

  • Strong organizational skills with the ability to multi-task.

  • Attention to detail and problem-solving skills.

  • Excellent time management skills and the ability to prioritize work.

  • An understanding and experience of a fast-moving workplace environment.

  • Knowledge of clerical practices and procedures.

  • Socioeconomic certifications principles

  • Insurance principles

  • Excellent computer skills with experience in Mac, Windows, and Office365 (Excel, Word, PowerPoint, Adobe Acrobat).

  • Excellent time management and organizational skills with strong attention to detail.

  • Ability to work well under pressure and multi-task without supervision.

  • Ability to follow through accurately within long term projects

  • 3 years minimum  experience

  • Valid Florida Class driver’s license.

  • Notary preferred, will reimburse for fee to become notary

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