Administrative Coordinator Position Available In Miami-Dade, Florida

Administrative Coordinator

CM-AROUND THE CLOCK LLC

Hialeah Gardens, FL Job Details $22 – $28 an hour 22 hours ago Qualifications Microsoft Word Microsoft Excel Microsoft Outlook Mid-level Microsoft Office Plumbing HVAC Accounting QuickBooks Construction Communication skills Time management

Full Job Description Description:

Position Summary The Administrative Coordinator provides essential support to the gas division by assisting with the management of vendor reporting, processing warranties and permit applications, handling COI requests, and performing a variety of administrative and clerical functions. This role ensures accurate documentation, smooth coordination with internal teams and external vendors, and contributes to efficient office operations. Essential Duties and Responsibilities The essential functions include, but are not limited to the following: Vendor Reporting & Coordination Generate and distribute vendor reports as scheduled or upon request. Maintain accurate records of vendor performance, services rendered, and billing discrepancies. Communicate with vendors regarding missing documentation, service confirmations, or invoice issues. Warranties & Permits Submit and track equipment and service warranties. Coordinate with technicians and manufacturers to ensure timely processing. Prepare and submit permit applications to the appropriate municipalities. Maintain permit logs and follow up on approvals or expirations. Certificates of Insurance (COI) Process requests for certificates of insurance from customers or contractors. Maintain updated records of COIs for subcontractors and vendors. Ensure compliance with company and project-specific insurance requirements. General Administrative Duties Answer phones, route calls, and respond to customer/vendor inquiries. Organize and file digital and physical documents. Provide backup support for dispatch, scheduling, or office coordination as needed. Order office supplies and assist with company communications and updates.

Requirements:

Required Skills & Qualifications:

2+ years of administrative or office coordination experience (preferably in construction, utilities, or trades industries). Strong organizational and time management skills. Excellent verbal and written communication. Proficiency in Microsoft Office Suite (Word, Excel, Outlook); familiarity with accounting or dispatch software (e.g., QuickBooks, FieldEdge) is a plus. Ability to handle sensitive documents and maintain confidentiality.

Preferred Qualifications:

Experience in gas, plumbing, HVAC, or construction administration. Knowledge of permit applications and insurance certificate requirements. Basic understanding of accounting processes (A/R, invoicing, and reconciliation).

Physical Demands:

Primarily sedentary work at a desk using a computer. Occasional lifting of office supplies or files up to 20 lbs. Ability to sit or stand for extended periods.

Work Environment:

Standard office environment with regular business hours. Occasional need to interact with field staff, vendors, and municipal offices. Fast-paced, deadline-driven atmosphere with multiple priorities