Administrative Coordinator - Diving Operations Poseidon Yacht Solutions Pompano Beach, FL Job Details Full-time $22 - $25 an hour 5 hours ago Benefits Paid time off Qualifications Customer communication Sales contract management Microsoft Outlook Accounts receivable management Spreadsheets Word embeddings Administrative experience Client invoicing Contract drafting Financial records management Financial record maintenance Legal drafting QuickBooks Organizational skills Contracts Accounting support Time management Full Job Description About the Role We are looking for an organized, detail-oriented Administrative Coordinator to manage daily operations, client relationships, and administrative/financial processes for our diving services team. This role is the key link between clients, our diving crew, and management — keeping schedules, invoicing, and communication running smoothly. Responsibilities Serve new and recurring clients, identifying their needs, presenting services, and guiding the sales process through to close Schedule technical/site visits, draft recurring service contracts, and obtain the authorizations required to carry out services Manage after-sales follow-up, monitoring client satisfaction and identifying opportunities for additional services Plan, organize, and update divers' schedules, ensuring continuity of service delivery and recurring service commitments Monitor GPS tracking data, comparing planned versus actual activity, and reconcile the operational schedule daily Record and keep operational information up to date across spreadsheets, systems, and applications Act as the liaison between clients, the operations team, and management Organize workflow according to operational priorities, tracking activities through to completion Create and issue client invoices, follow up on billing, and monitor payments to ensure they're received on time Prepare and send operational and service reports to clients and management Send notes and updates to clients and the team regarding service status, scheduling, and operational changes Maintain up-to-date administrative, financial, and documentation records for clientS. Requirements Intermediate to advanced proficiency in Microsoft Excel (required) Working knowledge of QuickBooks for invoicing, billing, and payment tracking (required) Working knowledge of invoicing, billing/collections, and contract drafting Familiarity with Microsoft Word and Outlook Prior experience in customer service, administrative work, or computerized systems Experience issuing invoices is a plus, but not required Skills Strong organization and planning Excellent communication and interpersonal skills Analytical thinking and attention to detail Proactive with a sense of urgency Strong time management Reliable and accountable Team player Disciplined in following up on processes and deadlines

Job Type:

Full-time Location:

On-site Pay:

$22.00 - $25.00 per hour Expected hours: 40.0 per week

Benefits:

Paid time off Application Question(s): Have you used QuickBooks or similar accounting/invoicing software before? Do you have at least 1 year of hands-on experience using Microsoft Excel? How many years of experience do you have in customer service or administrative roles? Do you have experience creating and sending client invoices? Do you have experience coordinating schedules, appointments, or field crews for a team?" Are you fluent in both English and Portuguese?

Work Location:

In person