Office Coordinator- Bilingual Spanish

Special Event Flooring Technology LLC•Walkersville, MD

19h•Onsite

About The Position

The Office Coordinator is responsible for supporting daily administrative, operational, travel, and fleet management functions to ensure efficient office operations. This role serves as the central point of coordination for office activities, corporate travel arrangements, fleet administration, and accounts receivable support. The Office Coordinator manages schedules, travel logistics, office supplies, vendor relationships, and internal communications while maintaining accurate documentation and assisting with billing, invoicing, and fleet compliance. This position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced professional office environment.

Requirements

High school diploma or GED equivalent
3+ years of office administration experience
Experience in customer service or administrative support roles
Basic understanding of accounting processes such as invoicing and accounts receivable
Proficiency in Microsoft Office Suite
Bilingual (Spanish)

Nice To Haves

1.5+ years of office administration or operations experience
Experience with fleet management, logistics, or transportation administration
Bachelor's degree in business administration, logistics, or a related field
Experience with fleet management software
Knowledge of DOT compliance, driver records, and transportation reporting (IFTA/IRP)

Responsibilities

Maintain calendars and schedules for senior management and coordinate meeting logistics.
Prepare meeting agendas and maintain a master schedule of meetings and office activities.
Manage conference rooms and community spaces.
Answer incoming calls, greet visitors, and direct inquiries professionally.
Manage incoming and outgoing correspondence including mail, email, faxes, and packages.
Maintain office supply inventory and place orders as needed.
Submit work orders and coordinate repairs for office space and equipment.
Coordinate with vendors and service providers for office maintenance and support.
Maintain organized filing systems for records, invoices, and documentation.
Coordinate all corporate travel arrangements including flights, hotels, and ground transportation.
Maintain and monitor corporate travel schedules.
Assist with developing and managing corporate travel policies.
Manage relationships with travel agencies and travel service providers.
Negotiate travel contracts or rates with vendors when appropriate.
Provide guidance regarding travel documentation, insurance requirements, and international travel regulations.
Maintain fleet records including registrations, inspections, insurance documentation, and warranties.
Monitor fleet usage to ensure compliance with company policies and safety regulations.
Coordinate maintenance schedules and service appointments for fleet vehicles.
Assist with fleet upgrades, replacements, and disposal planning.
Track mileage, fuel usage, and operational costs to identify cost savings opportunities.
Prepare and assist with required transportation reporting such as IFTA and IRP filings.
Ensure fleet compliance with local, state, and federal transportation regulations.
Maintain accurate documentation to support audits and inspections.
Serve as a primary point of contact for drivers regarding permits and compliance requirements.
Facilitate vendor payments, including verifying federal tax ID numbers and resolving invoice discrepancies.
Calculate and report sales tax based on paid invoices.
Prepare, post, verify, and record customer payments related to accounts receivable.
Create and submit invoices according to company billing practices.
Maintain and update customer account records.
Identify delinquent accounts and report updates to the V.P. of Accounting and Sales Director.
Research billing discrepancies and past-due accounts with support from the Collections Manager.
Assist with reconciliation of accounts receivable on a periodic basis.
Assist in generating monthly billing statements from the general ledger.
Submit weekly operational and activity reports.
Assist in generating reports on fleet efficiency, travel expenses, and operational metrics.
Recommend process improvements to enhance administrative and operational efficiency.
Perform other related duties as assigned.