Full-Time Bilingual Office Administrator / Operations Support

Job Description

Job Description

Full-Time Bilingual Office Administrator / Operations Support
Cool Solution Services Inc.
Location: Miami, FL
Schedule: Monday to Friday, 8:30 AM – 5:30 PM
Position Type: Full-Time

About Us
Cool Solution Services Inc. is a growing HVAC company located in Miami, FL.
We are looking for a professional, proactive, and highly organized Bilingual Office Administrator to join our team and support daily office operations, customer service, billing, reporting, and upper management.

This is a great opportunity for someone with office management and personnel experience who is looking to grow with a company, bring value through innovative ideas, and help improve systems, processes, and overall operations.

Benefits & Perks
Competitive compensation
Great work environment
Hands-on training
Career advancement opportunities
Opportunity to grow within the company
Direct exposure to upper management and business operations

Job Summary
We are seeking a bilingual professional who speaks English and Spanish and has at least 5 years of office management, administrative, or personnel experience .

The ideal candidate must be able to adapt to changes, make decisions under pressure, handle customer conflicts professionally, and work closely with upper management to support billing, reports, office procedures, and daily operations.

We are looking for someone who is proactive, dependable, technology-oriented, and capable of bringing new ideas to help the company grow and operate more efficiently.

Responsibilities
Answer incoming phone calls and assist customers professionally
Provide excellent customer service and manage customer concerns or conflicts
Direct calls, messages, and service requests to the appropriate department
Support scheduling, dispatching, and office coordination as needed
Assist with billing, invoices, payment follow-ups, and account updates
Prepare reports and assist upper management with operational information
Process incoming paperwork and maintain organized records
Scan, copy, upload, and file documents
Assist with data entry and administrative tasks
Maintain physical and electronic filing systems
Communicate with clients, vendors, technicians, and office staff
Assist with personnel coordination and employee communication
Help improve office procedures, systems, and workflow
Use technology and office software to support daily operations
Identify areas for improvement and bring innovative ideas to management
Support the office team in a fast-paced and growing company environment

Qualifications
Bilingual English and Spanish required
Minimum 5 years of office management, administrative, or personnel experience preferred
Excellent customer service and conflict-resolution skills
Strong verbal and written communication skills
Ability to make decisions under pressure
Ability to adapt to changes and shifting priorities
Proactive, organized, and detail-oriented
Reliable, punctual, and professional
Strong time-management and multitasking skills
Comfortable working in a fast-paced environment
Basic knowledge of billing, reporting, and office administration
Technology-oriented and willing to learn new systems
Familiarity with Microsoft Office, Word, Excel, Outlook, Adobe Acrobat, and office software is preferred
Experience with CRM, scheduling, dispatching, or service-based businesses is a plus

What We Are Looking For
We are looking for someone who can bring value to the company, not just complete tasks.

The ideal candidate is someone who:

Has strong office and people-management experience
Can think independently and take initiative
Can adapt quickly to changes
Can stay calm and professional under pressure
Has excellent customer service skills
Can manage difficult conversations professionally
Is organized and dependable
Works well with upper management
Is open to learning and using technology
Brings ideas to improve office systems and company operations
Wants to grow with the company long-term

Work Schedule
Monday to Friday
8:30 AM – 5:30 PM

Apply Today
If you are a bilingual, experienced, and proactive office professional looking for a long-term opportunity with a growing company, we encourage you to apply.

Cool Solution Services Inc.
436 SW 8th St, Suite 10
Miami, FL 33130