Administrative Operations Coordinator

Job Description

Job Description

Administrative Operations Coordinator

Who We Are

Waste Solution Services (WSS) helps multifamily and commercial portfolios lower and stabilize waste spend. We act as dedicated advocates, bridging the gap between clients and haulers to audit invoices, optimize contracts, right-size service, and manage vendor issues.

Title: Administrative Operations Coordinator
Compensation: $65,000–$90,000 base salary + discretionary annual bonus
Location: Deerfield Beach, FL — In-Person

The Role (What You’ll Do)

The Administrative Operations Coordinator at Waste Solution Services (WSS) supports the Managing Partner and daily business operations. This role combines executive support, project coordination, vendor management, and administrative operations to ensure priorities are organized, commitments are completed, and business initiatives continue moving forward.

This is a hands-on role for a proactive, highly organized, and resourceful professional who can manage competing priorities, anticipate needs, and take ownership of assignments from start to finish. The ideal candidate communicates effectively, solves problems independently, and brings structure and accountability to daily operations.

The successful candidate will work closely with the Managing Partner, employees, vendors, and professional service providers while using technology, including AI and automation tools, to improve efficiency and streamline workflows.

Core Responsibilities

• Executive Support & Calendar Management

  • Own the executive’s calendar, schedule meetings, resolve conflicts, manage changes, and protect time for high-priority work.

  • Review incoming emails and messages, identify urgent matters, respond to routine requests when appropriate, and direct other items to the right person.

  • Prepare meeting agendas, briefing notes, background materials, and relevant documents in advance of meetings.

  • Coordinate travel arrangements, itineraries, reservations, appointments, and other business logistics.

  • Organize daily priorities and coordinate regular check-ins to keep important work moving.

• Project Coordination & Accountability

  • Maintain centralized trackers for projects, outstanding tasks, deadlines, approvals, and next steps.

  • Follow up with employees, vendors, and business partners to ensure commitments are completed on time.

  • Provide concise updates on project status, upcoming deadlines, outstanding decisions, and potential delays.

  • Take ownership of assignments from initial request through final completion, keeping the executive informed without requiring constant oversight.

  • Support special projects by coordinating stakeholders, gathering information, tracking milestones, and ensuring timely completion.

• Business Communications & Research

  • Turn verbal instructions, dictated notes, and rough drafts into polished emails, memos, internal instructions, and professional correspondence.

  • Draft routine business communications and prepare messages for executive review when needed.

  • Research business topics, evaluate options, summarize findings, and prepare concise recommendations to support decision-making.

  • Prepare meeting summaries, action-item lists, presentations, spreadsheets, and other business documents.

  • Serve as a reliable point of contact for routine requests, ensuring questions reach the appropriate person and do not get lost in the process.

• Vendor & Professional Services Coordination

  • Identify vendors, request quotes, compare proposals, and summarize pricing and service options.

  • Coordinate vendor scheduling, confirm deliverables, monitor deadlines, and follow up when work is incomplete.

  • Assist with routine negotiations involving pricing, timing, and service terms when appropriate.

  • Collect invoices, receipts, and reimbursement requests and route them for review and approval.

  • Coordinate with accountants, attorneys, and other professional service providers regarding scheduling, documentation, and outstanding requests.

• Office & Administrative Operations

  • Coordinate office supplies, equipment, maintenance requests, deliveries, and recurring workplace services.

  • Assist with technology setup for new employees, including laptops, monitors, peripherals, software access, and user accounts in coordination with appropriate IT resources.

  • Coordinate onboarding logistics and help ensure new employees have the equipment, information, and resources they need.

  • Keep office operations organized and address routine issues before they become larger problems.

  • Maintain organized digital files, records, calendars, and documentation.

• Process Improvement, Technology & Special Projects

  • Create and maintain spreadsheets, project trackers, checklists, and other tools that improve visibility and accountability.

  • Identify repetitive administrative tasks and develop more efficient processes to reduce manual work.

  • Use AI and automation tools to improve research, draft communications, summarize information, compare proposals, and organize data.

  • Conduct research, evaluate service providers, and prepare recommendations for leadership.

  • Provide flexible support across administrative and operational needs as business priorities evolve.

Requirements

• Demonstrated experience in executive assistance, administrative operations, project coordination, or a related role.

• Exceptional organizational skills and the ability to manage multiple priorities, deadlines, and competing requests.

• Strong written and verbal communication skills, including the ability to prepare polished, professional business correspondence.

• Proven ability to follow through on assignments, anticipate needs, and take ownership of tasks from start to finish.

• Strong research, problem-solving, and information-gathering skills.

• Experience coordinating projects, vendors, schedules, and cross-functional requests.

• Proficiency with spreadsheets, calendars, document management, and standard business productivity tools.

• Ability to handle confidential business information with discretion and professionalism.

• Comfortable working in a fast-paced, in-person environment and adapting to changing priorities.

• Ability to work independently, exercise sound judgment, and communicate proactively with leadership.

• Willingness to learn new systems and leverage AI and automation tools to improve productivity.

Preferred Experience

• Experience supporting a Managing Partner, founder, CEO, or other senior executive.

• Experience in a small or growing business where responsibilities span executive support and daily operations.

• Experience with vendor sourcing, quote comparisons, service-provider coordination, or routine negotiations.

• Familiarity with project management tools, workflow automation, and AI-powered productivity tools.

• Experience coordinating employee onboarding, office technology, or workplace operations.

• Demonstrated success improving administrative processes and creating systems that strengthen accountability.

Notice: WSS does not accept unsolicited contact from recruiters, agencies, or third-party vendors. Applicants must complete the official application to be considered. Direct emails or phone calls to the Company will not be accepted and may result in disqualification from consideration.

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