Find & Apply For Administrative Supervisor Jobs in Pensacola, Florida

About Us At Pensacola A/C & Auto Service Center, we're more than just an auto repair shop. We're a locally owned, family-operated business built on honesty, integrity, exceptional customer service, and taking care of people.

Our motto is simple:

Auto Repair from People Who Care. With two growing locations in Pensacola, we're looking for an exceptional Team Administrative Coordinator who can help keep our people, projects, paperwork, and daily operations organized and running smoothly. This is a key support position within our company. You'll work closely with our Executive Operations Manager, Store Managers, Accounting Department, and Ownership to help ensure important tasks are completed, deadlines are met, and nothing falls through the cracks. We're looking for someone who takes initiative, thrives on organization, enjoys helping others, and can be trusted to manage responsibilities independently. If you're the person who sees what needs to be done and gets it done without being asked, we want to meet you! What You'll Be Doing Administrative & Office Coordination Process, scan, organize, and maintain daily paperwork, invoices, and company records for both locations. Manage administrative emails, calendars, scheduling, and electronic filing systems. Maintain organized office spaces, supplies, records, and documentation. Assist with ordering and tracking office supplies, inventory, and operational necessities. Help create and maintain company procedures, checklists, tracking systems, and administrative processes. Assist with travel arrangements, reservations, and scheduling as needed. Complete administrative responsibilities accurately and on time. Customer Experience & Communication Contact customers to confirm upcoming appointments at both locations. Conduct follow-up calls after service visits to ensure customer satisfaction. Answer incoming phone calls and schedule appointments as needed. Document customer feedback and promptly communicate concerns to management. Help ensure every customer interaction reflects our commitment to exceptional customer service. Leadership, Team & Project Support Work closely with the Executive Operations Manager, Store Managers, Accounting Department, and Ownership. Maintain project tracking lists, deadlines, assigned responsibilities, and follow-up schedules. Assist with employee onboarding, training coordination, company communications, and administrative documentation. Provide administrative support to the Bookkeeper, including organizing receipts, invoices, and financial documentation. Help identify outstanding tasks and follow up to ensure completion. Serve as a dependable administrative resource for the entire team while respecting established leadership responsibilities. Workplace Safety & Compliance Coordination Work with the Executive Operations Manager and Store Managers to coordinate the company's Safety Committee at both locations. Schedule safety committee meetings, prepare agendas, maintain meeting minutes, and track action items. Assist with tracking applicable OSHA requirements, safety inspections, training deadlines, and required documentation. Maintain organized safety records, checklists, training logs, and corrective action tracking systems. Follow up with management regarding outstanding safety-related responsibilities. Help promote a safe, organized, and consistent workplace across both locations. Company Events & Employee Engagement Assist with planning and coordinating company parties, holiday celebrations, employee appreciation events, and team-building activities. Help organize customer appreciation events, community outreach initiatives, and company-sponsored activities. Coordinate vendors, catering, supplies, invitations, schedules, and event logistics. Assist with employee birthday celebrations, work anniversaries, and recognition activities. Help create memorable experiences that strengthen our company culture and bring our team together. Technology & Continuous Improvement Provide basic assistance with computers, printers, scanners, office software, and common technology issues. Help coordinate new computer and workstation setups. Help employees navigate company systems and administrative tools. Identify opportunities to simplify processes, improve organization, and eliminate unnecessary steps. Take initiative to improve systems and processes while coordinating changes with the appropriate leadership team members. Personal Characteristics We're looking for someone who doesn't just show up and complete assigned tasks. We want someone who takes ownership of their responsibilities, thinks ahead, and genuinely cares about the team's overall success. The ideal Team Administrative Coordinator is:

Self-Motivated & Proactive:

Recognizes what needs to be done and takes initiative without requiring constant direction, supervision, or reminders. Anticipates needs, stays ahead of responsibilities, and consistently follows through.

Organized & Detail-Oriented:

Maintains organized systems, processes, and workspaces. Takes pride in accuracy and efficiency, ensuring even the smallest details are handled correctly.

Accountable & Dependable:

Takes ownership of responsibilities, follows through on commitments, and accepts responsibility for mistakes without making excuses or shifting blame. Can be trusted to complete assigned tasks accurately and on time.

Confident Without Ego:

Has a take-charge mindset and the confidence to solve problems, coordinate tasks, and keep projects moving forward while understanding the boundaries of the position. Respects leadership, follows established procedures, and recognizes when decisions require management approval.

Good Judgment & Communication:

Understands when to act independently and when to ask questions. Does not make assumptions or guess when instructions, expectations, or information are unclear. Proactively seeks clarification to prevent mistakes and unnecessary complications.

Loyal & Committed:

Demonstrates genuine loyalty to the company, its mission, leadership, and fellow team members. Supports company decisions professionally, communicates concerns through appropriate channels, and consistently acts in the organization's best interest.

Trustworthy & Discreet:

Understands the importance of confidentiality when handling sensitive employee, customer, financial, and company information. Maintains professional boundaries, respects privacy, avoids workplace gossip, and never shares confidential information with unauthorized individuals.

Reliable & Consistent:

Understands that attendance, punctuality, and dependability directly impact the entire team. Reports to work as scheduled, communicates promptly when unexpected circumstances arise, and makes every reasonable effort to minimize avoidable disruptions to daily operations.

Resourceful & Solution-Oriented:

Approaches challenges with a problem-solving mindset. Takes initiative to research solutions, resolve routine issues independently, and involve the appropriate team members when additional guidance or authorization is necessary.

Adaptable & Efficient:

Manages multiple responsibilities, changing priorities, and unexpected situations without losing focus or becoming overwhelmed. Understands how to prioritize tasks based on urgency and business needs.

Service-Minded & Team-Oriented:

Genuinely enjoys helping customers, supporting teammates, and contributing to the organization's overall success. Understands that no task is beneath them and approaches responsibilities with humility, respect, and a willingness to help.

Professional & Positive:

Maintains a professional appearance, attitude, and communication style. Treats others with kindness and respect, avoids unnecessary workplace drama, and contributes to a productive, supportive work environment.

Growth-Oriented & Improvement-Focused:

Welcomes feedback, embraces new challenges, and actively seeks opportunities to improve processes, eliminate inefficiencies, and develop professionally. Believes that even small daily improvements contribute to long-term success. Qualifications & Skills Previous administrative, office coordination, executive support, or customer service experience preferred. Excellent organizational and time-management skills. Strong written and verbal communication skills. Professional and friendly telephone etiquette. Proficiency with computers, email, and spreadsheets, with advanced experience in Microsoft Office. Experience with Google Workspace (Gmail, Google Drive, Google Sheets, and Google Calendar) preferred. Ability to manage multiple projects and competing priorities. Strong attention to detail and accuracy. Ability to work independently while keeping leadership informed. Computer troubleshooting and technology skills are a plus. Ability to maintain strict confidentiality and handle sensitive information professionally. Consistent attendance, punctuality, and a strong work ethic. Willingness to learn new systems, accept feedback, and continuously improve. Automotive industry experience is NOT required. We're willing to train the right person with the right attitude, work ethic, and organizational skills. Our Expectations We believe in providing our employees with the training, resources, support, and trust they need to succeed. In return, we expect initiative, accountability, professionalism, consistent attendance, sound judgment, and a genuine commitment to our company's values. We don't believe in micromanaging, and we are not looking for someone who needs it. We're looking for someone we can trust to manage responsibilities independently, communicate when clarification is needed, respect leadership and confidentiality, and take pride in being a reliable, valuable part of our team. This position requires someone who understands that being a great support person means knowing when to take initiative, when to ask questions, and when to involve leadership. Why Join Our Team? At Pensacola A/C & Auto Service Center, our people are the heart of our business. Our company is built around seven core values: We Treat Everyone Like Family We Always Do the Right Thing We Own It We Wow People Safety Comes Before Everything We Never Stop Improving We Build Something Bigger Than Ourselves We work hard, support one another, celebrate our successes, and take pride in the reputation we've built in the Pensacola community. As our company continues to grow, we're looking for team members who want to grow with us. This isn't just a job where you sit behind a desk. It's a chance to become part of a growing local business and make a meaningful difference every day. Ready to Join Our Team? If you're highly organized, dependable, proactive, trustworthy, and genuinely enjoy helping others succeed, we'd love to hear from you. We're looking for someone who takes pride in their work, values accountability, and wants to be part of a company where their contributions truly matter. Apply today and include a cover sheet telling us why you'd be a great fit for our team! Pensacola A/C & Auto Service Center is an equal opportunity employer. This position may include additional duties based on evolving business needs.

Pay:

$15.00 - $20.00 per hour Expected hours: 30.0 - 40.0 per week

Benefits:

Flexible schedule Health insurance Paid time off Vision insurance

Work Location:

In person