Administrative Operations Coordinator

Total Cleaning; Fort Lauderdale (FL); On-site; USD 40,000 - 55,000; Full time

Benefits offered by this job

PTO

Health Insurance

Dental Insurance

Vision Insurance

GAP Insurance

Referral Bonus

Paid Holidays

Job summary

Total Cleaning in Fort Lauderdale, FL is seeking an Administrative Operations Coordinator for post-construction cleaning projects. You will coordinate office tasks, schedules, client communications and subcontractor coordination to ensure on-time, accurate project execution.

Responsibilities include creating work tickets, entering data, processing sign-offs, and assisting with proposals. Fluency in English/Spanish and strong organizational skills are required.

Qualifications

• 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.
• Working knowledge of MS Word/Excel/Outlook.

Responsibilities

• Coordinate post-construction operations administrative duties and site work to ensure proper planning, scheduling, execution and reporting.
• Ensure sales are closed in accordance with Company policies and SOPs.
• Schedule projects, create work tickets and coordinate with clients, teams and subcontractors.
• Enter data into the prescribed database software and verify entries for accuracy.
• Assist in preparing proposals with pricing information and file contracts in client folders.

Skills

Bilingual English/Spanish

Excellent communication

Customer service

Detail oriented

Multitasking

Tools

MS Word

Excel

Outlook

Job description

Administrative Operations Coordinator(Post Construction Cleaning)

Fort Lauderdale, FL, United States of America

Total Cleaning delivers fully managed facility services, providing daily and weekly cleaning for hospitals, medical offices, schools, corporate buildings, commercial warehouses, and HOAs. We also specialize in construction cleanup and marble services, offering move-in–ready post‑construction cleaning for corporate spaces, residential properties, condominiums, home builders, and complete marble care.

Our mission is simple: exceed expectations through clear communication, strong quality control, meticulous attention to detail, and full accountability.

Since 1989, Total Cleaning has been a trusted leader in commercial cleaning across Florida. Our commitment to continuous training ensures our specialists deliver the highest standard of service. We believe their skills and dedication drive our success and help them achieve their own professional growth and career goals.

Job Skills / Requirements

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 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.

Education and Experience Requirements:

• 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 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.

This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines, and standard warehouse equipment such as hand trucks, box cutters and tape dispensers.

Additional Information / Benefits

Benefits:
PTO (Vacation, Sick and Personal Time)
Health Insurance
Dental Insurance
Vision Insurance
GAP Insurance
Referral Bonus
Paid Holidays
Special Recognitions and Awards
Our ideal candidates are:

Passionate about exceeding customer expectations providing a worry-free experience.

Looking to advance in their career and enjoy the rewards that come with working at a growing company that is positioned as an industry leader.

Want to make people's lives better every single day.

Want to join a team of dedicated professionals utilizing cutting edge technology to deliver best-in-class results.

If this sounds like you, then we want to meet YOU!

Benefits: Medical Insurance, Life Insurance, Dental Insurance, Vision Insurance, Paid Vacation, Paid Sick Days, Paid Holidays