A Scheduler or Operations Coordinator provides scheduling and logistical support for an office, company or organization. May specialize in scheduling required for production or for administrative work.
In-office in Longwood FL Position Overview Gomez Contractors is seeking a highly organized and detail-oriented Part-Time Operations & Administrative Coordinator to support our growing residential remodeling company. This position will work closely with our office and project management teams to take ownership of recurring administrative, documentation, compliance, and pre-permitting responsibilities. The goal of this role is to keep these processes organized and moving forward while allowing senior administrative staff to focus on higher-level operational, accounting, permitting, and management responsibilities. The ideal candidate is proactive, comfortable following up with employees, subcontractors, clients, and vendors, and capable of managing multiple small tasks without allowing items to fall through the cracks. Key ResponsibilitiesReceipts & Expense Administration Collect receipts from project managers and employees. Reconcile receipts against company credit card transactions. Identify and follow up on missing receipts. Identify duplicate transactions or expenses without supporting documentation. Classify receipts by project and expense category. Calculate project material totals and weekly fuel totals. Maintain organized digital and physical supporting documentation. Prepare organized information for final review and financial posting by senior administrative staff. Subcontractor Compliance Prepare and send subcontractor agreements. Follow up with subcontractors regarding missing or incorrect documentation. Maintain subcontractor insurance, licenses, agreements, and compliance documentation. Track expiration dates and proactively request renewals. Maintain company subcontractor compliance spreadsheets and digital files. Identify subcontractors with outstanding compliance requirements prior to payment. Prepare files for final compliance review. Pre-Permitting & Project Setup Research property records, ownership information, parcel information, and initial permitting jurisdiction. Prepare Notices of Commencement and other standard preliminary permitting documents. Set projects up within company permitting and inspection systems. Send required documentation to clients and follow up for completion. Coordinate recording and certified copies of applicable documents. Maintain organized physical and digital permit folders. Assist with assembling permit documentation and packages for senior staff. Administrative & Document Management Maintain organized Google Drive and physical company files. Maintain permit, insurance, and administrative records. Update company administrative trackers. Scan, combine, organize, rename, and file PDF documents. Prepare completed project files for long-term storage. Assist the office team with general administrative projects as needed. Month-End, Year-End & Audit Support Help maintain organized documentation throughout the year to minimize last-minute administrative work. Assist with month-end, quarter-end, and year-end organization. Support preparation for the company's annual audit. Conduct proactive file and documentation reviews ahead of audit periods. Assist with seasonal administrative projects and periods of increased workload. What Will Remain With Senior Administration This position is designed to support—not replace—the higher-level responsibilities of senior administrative staff. Items involving confidential expenses, final accounting entries, final subcontractor compliance approval, jurisdiction decisions, notarization, complex permit applications, permit corrections, and higher-level permitting decisions will remain with senior administration. Ideal Candidate We are looking for someone who is: Extremely organized and detail-oriented. Comfortable following established processes and checklists. Persistent and professional when following up with others. Comfortable working independently. Able to prioritize multiple ongoing administrative tasks. Proficient with computers, email, PDFs, spreadsheets, and cloud-based filing systems. Comfortable learning new software and technology. Able to recognize when something appears incorrect or incomplete and escalate it appropriately. Interested in improving systems rather than simply completing individual tasks. Experience in construction, permitting, bookkeeping support, office administration, or subcontractor compliance is helpful but not required. Success in This Position Success will be measured by keeping administrative work current rather than allowing it to accumulate. Receipts should be reconciled consistently, subcontractor documentation should remain current, approved projects should move efficiently into the permitting process, company files should remain organized, and audit preparation should occur proactively throughout the year. Ultimately, this position should create additional capacity for the company's senior administrative team while improving the consistency and organization of Gomez Contractors' day-to-day operations.
Pay:
$18.00 - $20.00 per hour Expected hours: 20.0 - 25.0 per week
