Administrative Operations Coordinator

Waste Solution Services•Deerfield Beach, FL

1d•Onsite

About The Position

Waste Solution Services (WSS) is seeking an organized, resourceful Executive Assistant & Operations Coordinator to work directly with the Managing Partner and support daily business operations. The role combines executive support, project coordination, vendor management, office operations, and administrative work. The coordinator is expected to turn brief instructions into completed assignments with minimal supervision and help important priorities progress without unnecessary delays. It offers an early-career professional the opportunity to work closely with senior leadership, develop business and operational skills, and potentially grow into a more senior role as the organization expands. The position manages executive scheduling and communications, supports projects from request through completion, coordinates vendors and professional service providers, and maintains office and onboarding logistics. It also involves researching options, preparing recommendations and business documents, improving administrative processes, and using AI and automation tools to increase productivity while verifying accuracy. The role is full-time and in-person in Deerfield Beach, South Florida, with a base salary of $65,000–$90,000 plus a discretionary annual bonus. Occasional time-sensitive matters outside standard business hours may arise.

Requirements

Approximately 2–5 years of experience in executive assistance, administrative operations, project coordination, or a similar role supporting senior leadership.
Strong organizational, written communication, and time-management skills.
Ability to work independently, solve problems, and follow assignments through to completion.
Flexibility to respond to occasional time-sensitive matters outside standard business hours.
Comfort using technology and AI tools to improve productivity and efficiency, while checking the accuracy of results.
Organized approach to schedules, tasks, deadlines, and competing priorities.
Proactive, resourceful, and accountable approach to work, including taking ownership and communicating early when something is at risk.
Clear, professional writing and ability to turn incomplete information into actionable instructions.
Sound judgment and discretion when handling confidential business information.
Adaptability across scheduling, research, vendor coordination, project management, and administrative tasks.
Interest in developing skills, taking on greater responsibility, and building a long-term career.

Nice To Haves

Hebrew language skills.

Responsibilities

Own the executive’s calendar, schedule meetings, manage changes and conflicts, and protect time for high-priority work.
Review incoming emails and messages, handle routine requests when appropriate, and direct other items to the right person.
Prepare meeting agendas, background materials, briefing notes, and relevant documents.
Coordinate travel arrangements, itineraries, reservations, and scheduling logistics as needed.
Maintain a centralized tracker of projects, outstanding tasks, deadlines, approvals, and next steps.
Follow up with employees, vendors, and business partners to obtain updates and ensure commitments are completed on time.
Provide concise updates on project status, deadlines, outstanding decisions, and potential delays.
Organize daily priorities and coordinate regular check-ins to keep work moving.
Take ownership of assignments through completion and keep the executive informed.
Turn verbal instructions, dictated notes, and rough drafts into polished communications and internal documents.
Draft routine business communications and prepare messages for executive review when needed.
Research topics, summarize findings, and prepare concise recommendations for decision-making.
Prepare meeting summaries, action-item lists, presentations, and other business documents.
Identify vendors, request quotes, compare proposals, and summarize pricing and service options.
Coordinate vendor schedules, confirm deliverables, monitor deadlines, and follow up on incomplete work.
Assist with routine negotiations on pricing, timing, and service terms when appropriate.
Collect invoices, receipts, and reimbursement requests and route them for review and approval.
Coordinate scheduling, documentation, and outstanding requests with accountants, attorneys, and other professional service providers.
Coordinate office supplies, equipment, maintenance requests, deliveries, and recurring workplace services.
Assist with new-employee technology setup in coordination with appropriate IT resources.
Coordinate onboarding logistics and help ensure new employees have necessary equipment, information, and resources.
Keep office operations organized and address routine issues before they become larger problems.
Conduct research, evaluate options, identify service providers, and prepare leadership recommendations.
Support special projects by coordinating people, gathering information, tracking milestones, and ensuring timely completion.
Create and maintain spreadsheets, project trackers, checklists, and other tools that improve visibility and accountability.
Identify repetitive administrative tasks and develop more efficient processes to reduce manual work.
Use AI and automation tools to support research, draft communications, summarize information, compare proposals, and organize data.
Maintain organized digital files, records, calendars, and documentation.
Coordinate appointments, reservations, business errands, and other logistics when they improve executive efficiency.
Serve as a point of contact for routine requests and ensure questions reach the appropriate person.
Provide flexible support across administrative and operational needs as they arise.