Office Coordinator

$47,840 - $52,000/Yr

Sourced - Miami, FL

posted 2 months ago

Full-time - Entry Level
Miami, FL
Administrative and Support Services

About the position

The Office Coordinator will play a crucial role in supporting the operations of a growing franchising company that specializes in commercial cleaning and janitorial services. This position involves a variety of administrative, bookkeeping, and customer service tasks, ensuring smooth office operations and effective communication within the team and with clients.

Responsibilities

  • Receive visitors, deliveries, and mail, directing each accordingly.
  • Manage the phone system performance, ensuring it is working properly and resolving issues that arise.
  • Manage office equipment and supplies.
  • Coordinate weekly employee lunches.
  • Answer the general phone line and route calls to the correct person.
  • Comprehend, obtain, and provide Certificates of Insurance to customers and file them appropriately.
  • Fill out and return new vendor documentation to customers, including W-9s and ACH authorizations.
  • Pursue payments for delinquent accounts via Small Claims Court.
  • Invoice for special services on a weekly basis, such as steam cleaning and carpet cleaning.
  • Oversee customer supplies, purchases, and invoicing.
  • Process accounts payable for Staples, reconciling the account and resolving discrepancies in a timely manner.
  • Apply payments in QuickBooks and scan into the bank.
  • Upload customer invoices into respective portals.
  • Complete all Accounts Receivable tasks, including AR statements, reviews, customer holds, calls, and email follow-ups.

Requirements

  • Strong organizational skills to manage multiple tasks effectively.
  • Strong computer skills, particularly with QuickBooks and CRM software.
  • Excellent verbal and written communication skills.
  • Customer service-oriented mindset.

Nice-to-haves

  • Bilingual (English/Spanish) is preferred.
  • Hands-on experience with ZoHo or other CRM software is a plus.
  • Experience with QuickBooks Desktop or other accounting software is preferred.

Benefits

  • Medical Insurance (paid at 80%)
  • 2 weeks of vacation (after 1 year of tenure)
  • Up to 8 sick days (after 1 year of tenure)
  • Paid Holidays
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