Operations Coordinator

CO-Ver, Inc.; Jacksonville (FL); On-site; USD 32,000 - 42,000; Full time

Job summary

CO-Ver, Inc. in Jacksonville, FL is hiring an Administrative Coordinator. This entry-level, fully in-office position offers training and the opportunity to become the first point of contact for customers.

You will manage calendars, documents, and office logistics while learning our product and systems. You will answer calls, schedule demos, and maintain accurate contact records, reporting to the Chief of Staff.

Qualifications

• High school diploma or GED required.
• Customer-facing experience in a front desk, receptionist, client service, office assistant, or similar role.
• Proven organizational skills — track calendars, files, deadlines, and follow-through without reminders.
• Clear, professional phone and email communication with a friendly, patient demeanor.
• Working knowledge of Microsoft Office (Word, Excel, Outlook) and/or Google Workspace.
• Self-motivated and able to maintain a routine with minimal day-to-day direction.
• Lives in or within commuting distance of Jacksonville, FL, with reliable transportation to the office Monday–Friday.
• Authorized to work in the United States without sponsorship.

Responsibilities

• Answer and route customer and prospect calls; manage the general email inbox with prompt, professional responses.
• Schedule product demos with prospective and beta customers, coordinate calendars, and send confirmations and reminders.
• Serve as a friendly point of contact for customers, vendors, and visitors, and follow up so nothing falls through the cracks.
• Keep customer contact information and communication records accurate and up to date.
• Maintain team calendars and schedule internal meetings and appointments.
• Prepare, format, and proofread correspondence and other documents.
• Keep the company Google Drive organized — file documents in the right folders, apply naming standards, and archive outdated material.
• Receive vendors and deliveries, sign for and distribute items, and process outgoing mail.
• Track and order office supplies; coordinate with vendors and building maintenance.
• Support the team with special projects and other administrative duties as assigned.

Skills

Customer-facing

Calendar management

Professional communication

Organizational skills

Self-motivated

Office software

Education

High school diploma or GED

Tools

Microsoft Office

Google Workspace

Job description

Location: Jacksonville, FL 32224 — fully in office

Schedule: Monday–Friday, 8:30 AM–4:00 PM

Level: Entry level — training provided

Reports to: Chief of Staff

Local candidates only. You must live in the Jacksonville area or be able to commute to our office (32224) daily. This role is not remote, and we do not offer relocation or visa sponsorship. Applicants outside the United States will not be considered.

CO-Ver is a growing Jacksonville software company looking for an Administrative Coordinator to be the first point of contact for our customers and keep our office organized and running smoothly. You’ll be the friendly, professional voice customers hear when they call, email, or book a product demo, and behind the scenes you’ll keep calendars, documents, files, and office logistics in order. It’s a great fit for someone with an administrative or front-office background who wants to grow with a startup. Training on our product and systems is provided.

This role is for a true self-starter. You won’t be handed a task list every morning. We’re looking for someone who learns what the office and our customers need, builds a consistent daily and weekly routine around it, and handles things without being asked.

Key Responsibilities

Customer-facing

• Answer and route customer and prospect calls; manage the general email inbox with prompt, professional responses
• Schedule product demos with prospective and beta customers, coordinate calendars, and send confirmations and reminders
• Serve as a friendly point of contact for customers, vendors, and visitors, and follow up so nothing falls through the cracks
• Keep customer contact information and communication records accurate and up to date

Administrative & organizational

• Maintain team calendars and schedule internal meetings and appointments
• Prepare, format, and proofread correspondence and other documents
• Keep the company Google Drive organized — file documents in the right folders, apply naming standards, and archive outdated material
• Receive vendors and deliveries, sign for and distribute items, and process outgoing mail
• Track and order office supplies; coordinate with vendors and building maintenance
• Support the team with special projects and other administrative duties as assigned

Qualifications

Required

• High school diploma or GED
• Customer-facing experience in a front desk, receptionist, client service, office assistant, or similar role
• Proven organizational skills — a track record of managing calendars, maintaining files and records, tracking multiple tasks and deadlines, and following through without reminders (be ready to share examples)
• Clear, professional phone and email communication with a friendly, patient demeanor
• Working knowledge of Microsoft Office (Word, Excel, Outlook) and/or Google Workspace
• Self-motivated and able to maintain a consistent routine with minimal day-to-day direction
• Lives in or within commuting distance of Jacksonville, FL, with reliable transportation to the office Monday–Friday
• Authorized to work in the United States without sponsorship

Preferred

• 1–3 years in an administrative, front-office, or client service role
• Associate degree or coursework in business or office administration
• Experience with scheduling tools, CRM software, or data entry
• Interest in technology or working at a startup