Operations Administrative Coordinator - Pompano Beach, FL

Operations Administrative Coordinator

At Jacobs, we challenge what is currently accepted, so we can shape innovative and lasting solutions for tomorrow. Through the delivery of our operations and maintenance services, you'll make it simpler and more seamless for our municipal clients to operate safely and efficiently, empowering communities to focus on what matters most to them – people.

The Operations Administrative Coordinator provides comprehensive administrative, fleet, property management, and operational support to the Jacobs Turnpike Roadway Maintenance program in the Pompano District. This role supports District Leadership, field operations, and departmental processes by ensuring smooth office operations, accurate data management, timely reporting, and adherence to Jacobs and FDOT requirements.

1. Fleet Management

• Serve as Jacob's Fleet Manager for the Turnpike projects.
• Track all vehicles, coordinate disposal of unneeded vehicles, and assist with new vehicle purchasing in accordance with Jacobs policies.
• Ensure proper documentation, insurance, registration, gas cards, and maintenance cards for all vehicles.
• Manage and follow up on all vehicle maintenance needs for staff assigned and pool vehicles.
• Schedule pool vehicle use, maintenance, and preparation of new vehicles, including installation of safety equipment (light bars, tool boxes, decals, GPS, radios).
• Collect monthly fleet mileage and update fleet administration systems.
• Monitor pool vehicle condition and perform weekly inspections.
• Send weekly email reminders regarding inspections and maintenance.
• Coordinate fleet car washes
• Maintain Sun Pass account, including vehicle/transponder/driver tracking and updates.
• Provide driver maintenance assistance to reduce field staff downtime.
• Manage any additional fleet needs for the Jacobs Turnpike projects.

2. Jacobs Systems & Purchasing Support

• Enter and submit invoices in MyPayables; review vendor invoices for accuracy and route for payment.
• Educate staff on items that can be purchased in accordance to our Turnpike contracts.
• Receive shipments and verify purchase order accuracy.
• Submit purchase orders and check requests.
• Maintain data, update databases, and generate reports for leadership.
• Fulfill Jacobs purchasing requirements for the Turnpike projects.
• Serve as primary purchasing agent for office supplies, equipment, PPE, and materials.
• Manage PPE inventory, maintain the safety closet, and ensure adequate stock levels.

3. Administrative Support & Office Operations

• Provide administrative support to District Jacobs Leadership and District Maintenance Engineer.
• Schedule meetings, create agendas, prepare summaries, and track action items.
• Monitor deadlines, deliverables, and program documentation.
• Maintain SharePoint sites (Roadway Maintenance and department sites), ensuring organized and up to date content.
• Manage Roadway Outlook email groups, phone lists, and staff PTO schedules; notify management of conflicts.
• Develop the Monthly Maintenance Report and publish to SharePoint.
• Compile data and create the monthly On Call schedule.
• Complete monthly expense reports when purchasing for staff.
• Perform a variety of moderately complex office support tasks, including data compilation, report generation, correspondence, and workflow improvements.

4. Training, Documentation & Culture Support

• Coordinate logistics, scheduling, communication, and participant support for Roadway training programs (e.g., GEC Training Academy, MOT).
• Collect participant and staff feedback to support ongoing program improvements.
• Encourage positive team culture through engagement in events, celebrations, and recognition efforts.
• Support Senior Program Assistant / EM Coordinator as needed.
• Maintain department process documentation and contribute to workflow enhancements.

5. Information Management & Operational Support

• Maintain real time operational data to support situational awareness for daily operations.
• Compile, track, review, and analyze information from multiple sources to support project and program needs.
• Develop reports, timelines, tables, graphs, and presentations using PC and software tools with high proficiency.
• Assigned delegate…