Administrative Coordinator

MillerWorks; Tallahassee (FL); On-site; USD 42,000 - 54,000; Full time

Job summary

MillerWorks in Tallahassee, FL is seeking an Administrative Coordinator to provide advanced administrative and operational support across departments. The role manages processes, coordinates deadlines, maintains records, and supports communication and follow-up to keep projects on track.

You will assist with accounting tasks, timekeeping, and prepare professional documents while upholding MillerWorks' core values of accuracy, dependability, and service excellence in a fast-paced office

Qualifications

• High school diploma or equivalent.
• Minimum 4 years in administrative, clerical, customer service, accounting support, or related office experience.
• Proficient in Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to manage multiple assignments and deadlines with limited supervision.
• Positive, customer-focused attitude aligned with company values.

Responsibilities

• Provide advanced administrative and operational support to managers, departments, and company leadership as assigned.
• Coordinate assigned administrative processes and projects from initiation through completion, including tracking deadlines and maintaining documentation.
• Assist with billing support, invoice documentation, data entry, records maintenance, and coordination with accounting personnel.
• Provide timekeeping support, including reviewing time records and coordinating payroll changes.
• Prepare, review, organize, and maintain professional correspondence, reports, spreadsheets, presentations, and forms.
• Coordinate meetings, scheduling, materials, notes, and follow-up.
• Maintain organized digital and paper records, including confidential documents.
• Coordinate licenses, registrations, certifications, renewals, Certificates of Insurance, and other documentation.
• Communicate with employees, customers, vendors, governmental agencies, and other contacts to obtain information and resolve matters.
• Assist with contracts, agreements, and corporate records; research administrative matters as assigned.

Skills

Administrative coordination

Time management

Communication

Confidentiality

Multitasking

Attention to detail

Education

High school diploma

Associate’s degree in business administration

Tools

Foundation Software

Microsoft Office Suite

Job description

MillerWorks is looking to fill a position in Tallahassee, FL. MillerWorks is a commercial plumbing and mechanical contractor built on quality, innovation, and dependable workmanship. Our team takes pride in delivering projects safely, correctly and ontime - the MillerWorks \"Built to Build\" promise.

Position Summary:

The Administrative Coordinator provides advanced administrative and operational support to help ensure the efficient coordination of office and company activities. This position independently manages assigned administrative processes, coordinates projects and deadlines, maintains business records and documentation, and supports communication and follow-up across departments.

Essential Duties and Responsibilities:

• Demonstrate and promote MillerWorks' Core Values of Positive Attitude, Hard Work, Dependability, and Integrity in all interactions and work performed.
• Provide advanced administrative and operational support to managers, departments, and company leadership as assigned.
• Coordinate assigned administrative processes and projects from initiation through completion, including tracking deadlines, obtaining required information, maintaining documentation, and following up on outstanding items.
• Assist with accounting and financial administrative functions as needed, including billing support, invoice documentation, data entry, records maintenance, and coordination with accounting personnel.
• Provide timekeeping support as needed, including reviewing time records for completeness, identifying discrepancies, communicating with employees or supervisors regarding corrections, and coordinating necessary changes with the appropriate payroll or accounting personnel.
• Prepare, review, organize, and maintain professional correspondence, reports, spreadsheets, presentations, forms, agreements, and other business documents.
• Coordinate meetings, including scheduling, preparing materials, documenting notes or action items as needed, and assisting with follow-up.
• Maintain organized and accurate digital and paper records, including confidential company, employee, vendor, customer, licensing, insurance, and other business documentation.
• Coordinate licenses, registrations, certifications, renewals, Certificates of Insurance, and other company documentation, including monitoring expiration dates and completing required follow-up.
• Communicate with employees, customers, vendors, governmental agencies, insurance representatives, and other business contacts to obtain information, resolve administrative matters, and support company operations.
• Assist with the preparation, organization, tracking, and maintenance of contracts, agreements, legal correspondence, corporate records, and other business documentation.
• Research and compile information related to administrative, operational, regulatory, licensing, contractual, or other business matters as assigned.
• Support company communications, employee activities, meetings, events, and other organizational initiatives as assigned.
• Identify opportunities to improve administrative processes, organization, communication, accuracy, and efficiency, and recommend practical solutions.
• Provide backup administrative support for other office functions as needed.

Knowledge, Skills and Abilities:

• Knowledge of administrative practices, office operations, business communication, records management, and document control principles.
• Knowledge of basic accounting, billing, invoice processing, timekeeping support, and related administrative processes.
• Knowledge of business documentation, including contracts, agreements, licenses, certifications, insurance records, and other corporate or regulatory records.
• Skill in coordinating multiple administrative processes, projects, deadlines, and follow-up activities with accuracy and attention to detail.
• Skill in preparing professional correspondence, reports, spreadsheets, presentations, forms, and other business documents.
• Skill in using Microsoft Office applications and other business systems to organize information, maintain records, and support administrative functions.
• Ability to independently organize and prioritize work, identify discrepancies or missing information, and follow assignments through to completion.
• Ability to communicate effectively and professionally with employees, managers, customers, vendors, governmental agencies, and other business contacts.
• Ability to exercise sound judgment, maintain confidentiality, adapt to changing priorities, and recommend practical solutions to administrative or operational issues.

Required Qualifications:

• High school diploma or equivalent required.
• Minimum four (4) years of administrative, clerical, customer service, accounting support, legal administrative, or related office experience.
• Proficient in Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams.
• Demonstrated ability to manage multiple assignments and deadlines with limited supervision.
• Positive, customer-focused attitude aligned with company values.

Preferred Qualifications:

• Associate’s degree in business administration, accounting, or another related field or combination of education and experience.
• Paralegal or legal administrative experience.
• Experience with Foundation Software.
• Experience supporting accounting, payroll, bookkeeping, licensing, compliance, or other business administrative functions.

Physical Requirements:

• Ability to sit, stand, walk, bend, and reach throughout the workday.
• Ability to operate a computer, telephone, and other standard office equipment for extended periods.
• Ability to communicate effectively in person, by telephone, and through electronic communications.
• Ability to occasionally lift and/or move up to 25 pounds.Manual dexterity sufficient to perform data entry and handle office equipment and paperwork.
• Adequate vision to read documents, computer screens, and service-related information.
• Adequate hearing to communicate effectively with customers, visitors, vendors, and coworkers.

Work Environment:

Work for this position is performed primarily in an office environment and requires frequent interaction with customers, visitors, vendors, and employees by phone, email, and in person. The position involves regular use of computers, office equipment, and service management software in a fast-paced environment with changing priorities and deadlines. Occasional visits to warehouse, shop, or job site locations may be required.

EEO Statement:

The Company is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex (including pregnancy, sexual orientation, and gender identity), national origin, age, disability, genetic information, veteran status, or any other status protected by applicable federal, state, or local law.

Disclaimer:

This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position. Duties may change at any time with or without notice. Employment is at-will and subject to applicable company policies.

Accessibility: If you need an accommodation as part of the employment process please contact Human Resources at
Phone: [phone]
Email: [e-mail]
Equal Opportunity Employer, including disabled and veterans.
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