Administrative Operations Coordinator (Post Construction Cleaning)

• 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.

What We're Looking For:

• 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.