Administrative Coordinator

We are looking for an Administrative Coordinator to support client communications, scheduling, and event operations for a growing team in Florida. This contract opportunity with permanent potential is ideal for someone who enjoys balancing administrative work with event-related coordination in a fast-paced, client-focused environment. The role will handle day-to-day organization, keep timelines on track, and help ensure each event is prepared with accuracy and professionalism.

Responsibilities:

• Serve as a primary point of contact for incoming client messages, providing timely responses and guiding inquiries through the booking process.
• Organize calendars, appointments, consultations, and internal meetings while keeping deadlines and event milestones clearly tracked.
• Create and distribute client-facing documents such as proposals, invoices, and agreements, and monitor payment status and outstanding balances.
• Maintain accurate records across internal systems, ensuring client details, schedules, and project updates remain current and well organized.
• Coordinate event preparation by assembling materials, reviewing checklists, and confirming that supplies, packaging, and related items are ready for execution.
• Gather brand assets from clients and help align labels, signage, and printed materials with approved visual direction.
• Support staffing logistics by scheduling event personnel, sharing assignment details, and tracking onboarding documentation for contractors.
• Assist with vendor communication, product sourcing, inventory oversight, and delivery timing to help event plans run smoothly.
• Provide operational and executive support through task coordination, file organization, research, and workflow improvement efforts.
• Participate in on-site event support when needed to help ensure logistics and presentation are carried out successfully.