Administrative Operations Specialist

Job Description

Administrative Ops Coordinator

Location: South Florida - Deerfield Beach

Job Type: Full-Time, In-Person

Compensation: $65,000–$90,000 base salary, plus discretionary annual bonus

About the Role

Waste Solution Services (WSS) is seeking a highly organized, resourceful Executive Assistant & Operations Coordinator to work directly with the Managing Partner and support daily business operations.

This is more than a traditional administrative role. You will manage executive scheduling and communications, coordinate projects, drive follow-up across teams, oversee vendor relationships, and help ensure important priorities move forward without unnecessary delays.

The ideal candidate is proactive, comfortable handling a wide variety of responsibilities, and able to turn brief instructions into completed work with minimal supervision.

This is an opportunity for an early-career professional to work closely with senior leadership, develop strong business and operational skills, and grow into a more senior role as the organization expands.

Executive Support & Calendar Management

• Own the executive's calendar, including scheduling meetings, managing changes, resolving conflicts, and protecting 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, background materials, briefing notes, and relevant documents in advance of meetings. • Coordinate travel arrangements, itineraries, reservations, and scheduling logistics as needed.

Project Management & Follow-Through

• Maintain a centralized tracker of projects, outstanding tasks, deadlines, approvals, and next steps.

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

• Provide concise updates on project status, upcoming deadlines, outstanding decisions, and potential delays. • Organize daily priorities and coordinate regular check-ins to keep important work moving.

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

Executive Communications & Documentation

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

• Draft responses to routine business communications and prepare messages for the executive's review when needed. • Research topics, summarize findings, and prepare concise recommendations to support decision-making. • Prepare meeting summaries, action-item lists, presentations, and other business documents.

Vendor & Administrative 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 on pricing, timing, and service terms when appropriate.

• Collect invoices, receipts, and reimbursement requests and route them to the appropriate person for review and approval.

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

Office & Workplace 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 the 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.

Special Projects & Process Improvement

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

• Support special projects that may involve coordinating multiple people, gathering information, tracking milestones, and ensuring timely completion.

• 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. .

General Administrative Support

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

• Coordinate appointments, reservations, business errands, and other logistics when they improve executive efficiency. •

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

• Provide flexible support across administrative and operational needs as they arise.

Who You Are

• Organized: You have reliable systems for managing schedules, tasks, deadlines, and competing priorities. • Proactive: You anticipate what needs to happen next and take action without waiting for detailed instructions.

• Resourceful: You research options, find solutions, and keep working through obstacles rather than simply reporting problems.

• Accountable: You follow through on commitments, take ownership of mistakes, and communicate early when something is at risk.

• A strong communicator: You write clearly and professionally and can turn incomplete information into actionable instructions.

• Discreet: You exercise sound judgment when handling confidential business information.

• Adaptable: You can shift between scheduling, research, vendor coordination, project management, and administrative tasks throughout the day.

Growth-oriented: You want to develop your skills, accept greater responsibility, and build a long-term career.

Technology & AI Fluency

You are comfortable using technology and AI tools to improve productivity and efficiency. You know how to use AI to draft communications, summarize documents, research unfamiliar topics, compare proposals, organize information, and develop repeatable workflows while checking the accuracy of the results.

Qualifications & Requirements

• Approximately 2–5 years of experience in executive assistance, administrative operations, project coordination, or a similar role supporting senior leadership.

• Strong organizational, written communication, and time-management skills.

• Comfort working independently, solving problems, and following assignments through to completion..

• Flexibility to respond to occasional time-sensitive matters outside standard business hours.

• Hebrew language skills are a plus.

How to Apply

Submit your resume along with a brief response of fewer than 200 words describing the most challenging task or project you have completed for someone else. Explain how you approached it, the obstacles you encountered, and the outcome.

We are looking for someone who takes ownership, solves problems, and gets things done.