Administrative Operations Coordinator

Administrative Operations Coordinator(Post Construction Cleaning)

Fort Lauderdale, FL, United States of America

We don’t have jobs, we have careers! We don’t have employees, we have cleaning specialists! Total Cleaning provides complete managed facility services including daily and weekly cleaning for facilities including: hospitals, medical facilities, schools, office buildings, commercial warehouse spaces, and Home Owner’s Associations. We also offer construction cleaning and marble services (move-in ready post construction clean up for corporate buildings, residential properties, condominiums, home builders, complete marble care).

Our single priority is to exceed our customers’ highest level of expectation by providing them with impeccable managed facility services that center around clear communication, strong quality control processes, attention to detail and accountability. Total Cleaning has been providing premier commercial cleaning services throughout Florida since 1989. Our commitment to continuing education ensures that our team receives ongoing training in order to provide the highest quality cleaning service available.

We believe that our cleaning specialists’ abilities, knowledge and experience will further Total Cleaning’s growth and success, and in turn, will help our cleaning specialists’ achieve their personal and career goals and successes.

Basic 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 are 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.

• 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.

• 3-5 years of administrative experience and/or customer service
• Experience in the Construction business (administrative position)
• Bilingual in English/Spanish is required.
• Excellent oral and written communication skills.
• Ability to communicate with different levels of internal and external customers.
• Strong…