Administrative Coordinator

Job Description

Job Description

Administrative Coordinator (Bilingual – English/Spanish)

Location: Irvine, CA
Company: CMS, a division of Scopes Facility Services
Employment Type: Full-Time

About the Role

The Administrative Coordinator plays a crucial role in ensuring the smooth, efficient, and professional operation of the office by providing comprehensive administrative support to management and staff. This position requires a highly organized, proactive, and dependable individual who can manage multiple priorities, anticipate needs, coordinate requests, and maintain a high level of professionalism.

This is a fast-paced position that requires the ability to adapt quickly and remain organized while handling frequent interruptions and changing requests. The ideal candidate is someone who is willing to learn, comfortable asking questions, receptive to feedback, and proactive about finding ways to provide support. Success in this role requires sound judgment, attention to detail, initiative, professionalism, and the ability to work collaboratively with individuals at all levels.

This position is required to be in-office during regular business hours. The typical schedule is 9:00 AM to 6:00 PM, Monday through Friday .

Minimum Qualifications

• High school diploma or equivalent required; associate degree or higher preferred.
• Strong organizational skills with the ability to multitask, prioritize, and meet deadlines.
• Excellent verbal and written communication skills.
• Strong attention to detail and follow-through.
• Ability to maintain confidentiality and exercise good judgment when handling sensitive information.
• Ability to work independently while also functioning as a collaborative team member.
• Demonstrated willingness to learn new processes, systems, and responsibilities.

Preferred Qualifications

• Bilingual- (English/Spanish)
• Experience in an administrative, office coordination, or office support role.
• Experience managing multiple accounts, customers, vendors, or internal departments.
• Knowledge of cleaning, facilities, maintenance, or service-related industries.
• Knowledge of records management and confidentiality practices.
• Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Experience with calendar management and corporate scheduling tools.

Responsibilities:

Administrative Support

• Provide day-to-day administrative support to management.
• Manage and maintain calendars, appointments, meetings, and competing priorities.
• Anticipate needs and proactively assist with follow-up items, scheduling, documentation, and communications.
• Track and coordinate management requests to ensure tasks are completed accurately and on time.
• Prepare documents, correspondence, reports, spreadsheets, and other materials as requested.
• Assist with special projects and other administrative initiatives as assigned.
• Maintain a professional and organized environment that allows management and staff to work efficiently.

Office Operations

• Order office supplies and maintain adequate stock of essential materials.
• Coordinate vehicle and equipment maintenance, repairs, service appointments, and visits.
• Occasionally perform business-related errands and off-site tasks as needed, which may require driving a company vehicle or personal vehicle on behalf of the organization. Must be willing and able to drive for business purposes and maintain a valid driver’s license and required insurance.
• Submit, track, and follow up on work orders and office service requests.
• Maintain organized office records, files, supplies, equipment, and shared resources.
• Assist with coordinating workspace needs, and other operational activities.
• Identify opportunities to improve office processes, organization, and efficiency.

Scheduling & Coordination

• Coordinate calendars, meetings, appointments, conference calls, and internal events.
• Schedule and prepare meeting rooms, including coordinating technology, materials, agendas, and refreshments when needed.
• Monitor work order schedules for conflicts and proactively communicate changes or potential issues.

Communication & Relationship Management

• Manage phone systems, screen and direct calls, and respond to inquiries professionally.
• Draft, proofread, and distribute correspondence, emails, announcements, and other communications.
• Serve as a professional liaison between management employees, customers, vendors, and internal departments.
• Communicate requests and follow-up items clearly while ensuring appropriate parties are kept informed.
• Handle sensitive or confidential information with discretion and professionalism.
• Maintain positive and professional relationships with employees, customers, vendors, and business partners.

Data & Records Management

• Maintain accurate digital and physical records, files, reports, and documentation.
• Organize and maintain confidential information for efficient retrieval.
• Prepare basic reports, spreadsheets, summaries, and other documentation.
• Process forms, work orders, service requests, and other administrative documents as needed.
• Ensure documentation is complete, accurate, current, and properly maintained.
• Assist with data entry and maintaining internal systems and databases.

Team & Departmental Support

• Provide administrative support to various departments as needed to maintain efficient operations.
• Step in to support urgent or time-sensitive needs and help prioritize tasks based on business requirements.
• Work collaboratively across departments to resolve issues and keep projects and requests moving forward.
• Take initiative to identify what needs to be done rather than waiting for direction when appropriate.
• Ask questions and seek clarification when needed to ensure tasks are completed correctly.
• Learn new systems, processes, and responsibilities as the needs of the organization evolve.
• Maintain a positive, flexible, and service-oriented attitude in a fast-paced environment.