Office Manager & Operations Coordinator

Job Description

Job Description

Office Management & Operations Coordinator – Leadership Track

Location: Englewood, FL

Training: Initial training may require travel to Lakewood Ranch, FL

Pay Rate: $25.00–$30.00 per hour DOE

Schedule: Full-Time | Monday–Friday | Day Shift | 100% In-Office

Position Overview

Ad-VANCE Talent Solutions is seeking a polished, outgoing, and highly capable Office Management & Operations Coordinator for an established company in Englewood, Florida.

This opportunity is designed for an experienced office professional who can contribute immediately in customer service, business systems, reporting, and day-to-day office operations while developing into a position of greater leadership and management responsibility.

This is not a traditional bookkeeping or back-office administrative position. The successful candidate will be highly visible within the office and comfortable interacting with homeowners, employees, vendors, business partners, and company leadership.

We are looking for someone who combines strong technical abilities in QuickBooks Online and advanced Excel with exceptional communication, sound judgment, initiative, problem-solving ability, and the desire to grow into an important member of the company's management team.

Minimum Qualifications

• Minimum of 2+ years of professional office administration, office management, operations, customer service, or related business experience
• Strong working knowledge of QuickBooks Online
• Advanced Microsoft Excel skills , beyond basic data entry and simple spreadsheets
• Strong Microsoft Word, Outlook, and general computer proficiency
• Ability to learn and work effectively within multiple software and business systems
• Excellent organizational and time-management skills with the ability to manage changing priorities
• Strong professional written and verbal communication skills
• Demonstrated customer service and problem-solving abilities
• Professional, outgoing, approachable, and confident demeanor
• Ability to work independently, take initiative, and follow responsibilities through to completion
• Sound judgment and the ability to make appropriate decisions within established authority
• Interest and ability to take on increasing responsibility and develop into a management role
• High School Diploma or equivalent
• Ability to work the complete full-time, in-office schedule

Responsibilities

• Support and coordinate daily office operations and administrative workflows
• Serve as a professional point of contact for homeowners, vendors, employees, and business partners
• Answer incoming calls and assist customers with questions, scheduling, concerns, and follow-up
• Handle challenging customer situations calmly, professionally, and with a solution-oriented approach
• Communicate difficult or disappointing information to customers when necessary while maintaining professionalism
• Maintain and update QuickBooks Online information, reports, and related business records
• Utilize advanced Excel skills to create, maintain, analyze, and manage spreadsheets, reports, tracking tools, and operational data
• Maintain accurate CRM information, business records, reports, dashboards, and shared documents
• Compile business reports, scorecards, lead tracking, marketing results, and operational information for leadership
• Coordinate customer, vendor, and internal communications to ensure issues and responsibilities are followed through to completion
• Maintain organized compliance documents, forms, records, and administrative files
• Assist with invoicing, payment-related documentation, and administrative accounting functions
• Support marketing activities, customer lists, email campaigns, vendor communication, and campaign tracking as needed
• Identify workflow issues and recommend practical solutions to improve office efficiency and customer service
• Troubleshoot routine software, CRM, and administrative workflow issues before escalating when appropriate
• Assist leadership with special projects and changing business priorities
• Take increasing ownership of office functions as knowledge of the business develops
• Handle confidential and sensitive business matters with discretion
• Demonstrate the initiative, accountability, and judgment necessary to progress into greater leadership responsibilities

Leadership & Growth Expectations

This position is intended for someone who wants more than a traditional administrative role.

The successful candidate should have the potential and desire to:

• Take increasing ownership of office operations
• Identify problems and develop solutions without waiting for constant direction
• Make appropriate decisions within established authority
• Help establish and maintain effective office procedures
• Develop strong working relationships across the organization
• Provide direction and support to employees
• Eventually coach employees and hold team members accountable
• Handle sensitive employee and business matters professionally
• Become a trusted resource to company leadership
• Grow into a meaningful management role within the organization

Previous management experience is beneficial; however, demonstrated leadership potential, initiative, maturity, and desire for professional growth are equally important.

Customer Service & Professional Communication

Because this position is highly visible within the organization, candidates must be comfortable working directly with customers and communicating professionally in both positive and challenging situations.

The successful candidate will:

• Provide friendly, responsive, and professional customer service
• Communicate confidently by telephone, email, and in person
• Build positive relationships with homeowners, vendors, employees, and business partners
• Remain calm and solution-focused when customers are frustrated or upset
• Address problems rather than avoiding difficult conversations
• Communicate clearly and professionally when the answer may not be what a customer wants to hear

Preferred Qualifications

• Experience in roofing, construction, contracting, HVAC, home services, or a related service business
• Previous office management, team lead, supervisory, or leadership experience
• Experience with CRM platforms such as AccuLynx, JobNimbus, Buildertrend, HubSpot, ServiceTitan, Housecall Pro, or similar systems
• Experience preparing operational reports, dashboards, KPIs, or scorecards
• Experience supporting business owners or senior leadership
• Marketing coordination experience
• Accounts payable, accounts receivable, invoicing, or related administrative accounting experience

Professional & Culture Fit

We are seeking someone who is:

• Positive and energetic
• Friendly and approachable while maintaining professionalism
• Mature and appropriately discreet
• Team-oriented
• Accountable and dependable
• Comfortable working with different personalities
• Adaptable when priorities change
• Solution-oriented and resourceful
• Interested in understanding how the entire business operates
• Motivated by professional growth and increased responsibility
• Looking for a long-term opportunity to contribute and grow with the company

Benefits May Include

• Health Insurance
• Paid Time Off
• Paid Holidays
• Stable Monday–Friday Schedule
• Career Growth Opportunities
• Opportunity for Increased Leadership Responsibility
• Supportive Team Environment

About the Opportunity

This is an excellent opportunity for an experienced office professional who has the technical skills to contribute immediately but is also ready for the next step in their career.

If you are confident working with customers, technically strong in QuickBooks Online and Excel , comfortable solving problems, and motivated to develop into a leadership position with greater responsibility, we encourage you to apply.

Ad-VANCE Talent Solutions, Inc. , independently owned and operated since 1995, offers concierge health, dental, and vision benefits to our employees.