Administrative and Operations Coordinator

$45,000 - $53,000/Yr

Enterfusion - Orlando, FL

Full-time - Entry Level

Orlando, FL

Professional, Scientific, and Technical Services

About the position

Enterfusion is seeking a highly organized and detail-oriented Administrative and Operations Coordinator to support day-to-day operations. This individual will provide general administrative support, assist with basic bookkeeping tasks, and manage building maintenance needs. The ideal candidate is proactive, reliable, and comfortable handling a variety of tasks in a dynamic environment. The role requires a proven experience as an administrative assistant or similar role, with a basic understanding of bookkeeping and accounting principles, and experience with QuickBooks being a plus. Strong written and verbal communication abilities are essential, along with proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). The candidate must be able to manage multiple tasks and prioritize effectively, demonstrating a high level of professionalism and attention to detail. Discretion and confidentiality in handling sensitive information are crucial, as is the ability to work independently and take initiative. The Administrative and Operations Coordinator will be responsible for a variety of tasks including managing and maintaining office files, records, and documentation, answering phones, handling correspondence, and responding to inquiries. They will schedule and organize meetings, appointments, and events, order and maintain office supplies, and assist in preparing reports, presentations, and meeting minutes. Additionally, the coordinator will assist with basic accounting tasks, including invoicing, expense reports, and accounts payable/receivable, and will file sales tax to ensure timely and accurate submissions. They will also collaborate with the finance team to ensure timely and accurate reporting. Vendor management is another key responsibility, which includes scheduling and coordinating contractors for maintenance, repairs, and cleaning services, overseeing the office cleaning schedule, and ensuring the office environment remains clean, safe, and organized. The coordinator will track and manage maintenance costs and contracts, serving as a liaison between Enterfusion, its customers, contractors, and vendors to ensure efficient operations. They will assist in scheduling and coordinating internal or external meetings, including managing agendas and follow-ups, and help organize company events, customer site visits, or other on-site logistics.

Responsibilities

• Manage and maintain office files, records, and documentation.
• Answer phones, handle correspondence, and respond to inquiries.
• Schedule and organize meetings, appointments, and events.
• Order and maintain office supplies.
• Assist in preparing reports, presentations, and meeting minutes.
• Prepare, edit, and maintain records and documents for office use, meetings, or reporting purposes.
• Assist with basic accounting tasks, including invoicing, expense reports, and accounts payable/receivable.
• File sales tax and ensure timely and accurate submissions.
• Collaborate with the finance team to ensure timely and accurate reporting.
• Schedule and coordinate contractors for maintenance, repairs, and cleaning services.
• Oversee the office cleaning schedule and liaise with cleaning staff or vendors.
• Ensure the office environment remains clean, safe, and organized.
• Track and manage maintenance costs and contracts.
• Serve as a liaison between Enterfusion, its customers, contractors, and vendors to ensure efficient operations.
• Assist in scheduling and coordinating internal or external meetings, including managing agendas and follow-ups.
• Help organize company events, customer site visits, or other on-site logistics.

Requirements

• Proven experience as an administrative assistant or similar role.
• Basic understanding of bookkeeping and accounting principles (experience with QuickBooks a plus).
• Strong written and verbal communication abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to manage multiple tasks and prioritize effectively.
• High level of professionalism and attention to detail.
• Discretion and confidentiality in handling sensitive information.
• Ability to work independently and take initiative.
• Prior experience managing vendors and contractors.
• Prior experience with bookkeeping or accounting tasks.
• Familiarity with office management systems and procedures.

Nice-to-haves

• Experience with QuickBooks
• 1 year of bookkeeping experience
• 1 year of experience with Microsoft Excel

Benefits

• Disability insurance
• Health insurance
• 401(k)
• Paid time off
• 401(k) matching
• Life insurance