Administrative Operations Coordinator

Waste Solution Services•Deerfield Beach, FL

2d•$65,000 - $90,000•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 relationships, office operations, documentation, and process improvement. The successful candidate will work proactively, turn brief instructions into completed work with minimal supervision, and help ensure 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 grow into a more senior role as the organization expands. The position is based in Deerfield Beach, South Florida, and is full-time and in-person. Compensation is a base salary of $65,000–$90,000, plus a discretionary annual bonus. Applicants should submit a resume and a response of fewer than 200 words describing a challenging task or project they completed for someone else, their approach, obstacles, and outcome.

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.
Ability to manage schedules, tasks, deadlines, and competing priorities reliably.
Proactive, resourceful, and accountable approach, including communicating early when work is at risk.
Clear and professional writing and the 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.

Nice To Haves

Hebrew language skills.

Responsibilities

Manage the executive’s calendar, schedule meetings, resolve conflicts, and protect time for high-priority work.
Review incoming emails and messages, identify urgent matters, respond to routine requests when appropriate, and direct other items to the appropriate 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, 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 about project status, deadlines, outstanding decisions, and potential delays.
Organize daily priorities and coordinate regular check-ins to keep work moving.
Take assignments from initial request through completion and keep the executive informed.
Turn verbal instructions, dictated notes, and rough drafts into polished communications and documents.
Draft routine business responses and prepare messages for executive review when needed.
Research topics, summarize findings, and prepare recommendations to support 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 scheduling, 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 recommendations for leadership.
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 improve 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 reliable point of contact for routine requests and direct questions to the appropriate person.
Provide flexible support across administrative and operational needs as they arise.