Administrative Operations Coordinator

Administrative Ops Coordinator

Location:

South Florida - Deerfield Beach Job Type: Full-Time, In-Person Compensation: $65,000–$90,000 base salary, plus discretionary annual bonus About the Role Waste Solution Services (WSS) is seeking a highly organized, resourceful Executive Assistant & Operations Coordinator to work directly with the Managing Partner and support daily business operations. This is more than a traditional administrative role. You will manage executive scheduling and communications, coordinate projects, drive follow-up across teams, oversee vendor relationships, and help ensure important priorities move forward without unnecessary delays.

The ideal candidate is proactive, comfortable handling a wide variety of responsibilities, and able to turn brief instructions into completed work with minimal supervision. This is an opportunity for an early-career professional to work closely with senior leadership, develop strong business and operational skills, and grow into a more senior role as the organization expands. Executive Support & Calendar Management
• Own the executive's calendar, including scheduling meetings, managing changes, resolving conflicts, and protecting time for high-priority work.
• Review incoming emails and messages, identify urgent matters, respond to routine requests when appropriate, and direct other items to the right person. .
• Prepare meeting agendas, background materials, briefing notes, and relevant documents in advance of meetings.
• Coordinate travel arrangements, itineraries, reservations, and scheduling logistics as needed. Project Management & Follow-Through
• Maintain a centralized tracker of projects, outstanding tasks, deadlines, approvals, and next steps.
• Follow up with employees, vendors, and business partners to obtain updates and ensure commitments are completed on time.
• Provide concise updates on project status, upcoming deadlines, outstanding decisions, and potential delays.
• Organize daily priorities and coordinate regular check-ins to keep important work moving.
• Take ownership of assignments from the initial request through final completion, keeping the executive informed without requiring constant oversight. Executive Communications & Documentation
• Turn verbal instructions, dictated notes, and rough drafts into polished emails, memos, internal instructions, and professional correspondence.
• Draft responses to routine business communications and prepare messages for the executive's review when needed.
• Research topics, summarize findings, and prepare concise recommendations to support decision-making.
• Prepare meeting summaries, action-item lists, presentations, and other business documents. Vendor & Administrative Coordination
• Identify vendors, request quotes, compare proposals, and summarize pricing and service options.
• Coordinate vendor scheduling, confirm deliverables, monitor deadlines, and follow up when work is incomplete.
• Assist with routine negotiations on pricing, timing, and service terms when appropriate.
• Collect invoices, receipts, and reimbursement requests and route them to the appropriate person for review and approval.
• Coordinate with accountants, attorneys, and other professional service providers on scheduling, documentation, and outstanding requests. Office & Workplace Operations
• Coordinate office supplies, equipment, maintenance requests, deliveries, and recurring workplace services.
• Assist with technology setup for new employees, including laptops, monitors, peripherals, software access, and user accounts in coordination with the appropriate IT resources.
• Coordinate onboarding logistics and help ensure new employees have the equipment, information, and resources they need.
• Keep…