Ops Coordinator Overnight

$35,360 - $36,400/Yr

FirstService Residential - Miami, FL

Full-time - Entry Level

Miami, FL

Real Estate

About the position

The Ops Coordinator Overnight position at FirstService Residential involves providing comprehensive administrative support to the Operations department, which encompasses IT, Purchasing, Operations, and Banking. The role is crucial in ensuring that all functions within the department operate smoothly and efficiently. The coordinator will be responsible for managing various administrative tasks, including handling calls and voicemails, processing mailings and billings, and tracking office supplies for all accounts receivable offices. Additionally, the coordinator will assist management in preparing presentations and managing calendars, arranging meetings, and setting up conferences and events. In this role, the Ops Coordinator will also provide Help Desk support to the operations team, assisting with their goals and objectives. This includes preparing reports, correspondence, and other communication materials, conducting research, and attending staff meetings to stay informed about ongoing projects and decisions. The coordinator will be expected to maintain high standards of personal and professional conduct while performing their duties, ensuring that all safety precautions are followed and that policies and procedures are adhered to. The position requires a proactive approach to problem-solving and the ability to work independently as well as part of a team. The Ops Coordinator will also be involved in various special projects and tasks as assigned, contributing to the overall success of the Operations department.

Responsibilities

• Provide administrative support to all members of the Operations department and Management.
• Assist with calls/voicemails, reroute calls to appropriate area, and arrange call backs.
• Handle all mailings and billings and process and track approved office supplies for all A/R offices.
• Compose letters and submit them to Management for signature and approval.
• Assist management in the preparation of presentations as necessary.
• Manage calendars, arrange meetings, and plan and set up conferences and events and prepare materials as necessary.
• Provide Operations Help Desk support.
• Assist all members of the operations team (IT, Purchasing, Operations, Banking) in accomplishing their goals and objectives.
• Prepare reports, correspondence, presentations, and other communication materials.
• Conduct research, prepare reports and financial data.
• Attend staff meetings with operations team and staff to keep well informed, and to ensure follow-up on decisions or actions to be taken by staff.
• Provide administrative support and computer skills for special projects.
• Notify supervision of unusual equipment or operating problems and the need for additional material and supplies.
• Participate in meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems, and maintain specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines.
• Ensure all safety precautions are followed while performing the work.
• Follow all policies and Standard Operating Procedures as instructed by Management.

Requirements

• Associate degree in business or related field from an accredited college or university.
• Two to three years of administrative experience or equivalent combination of education and experience.
• Excellent customer service skills.
• Strong verbal and written communication skills.
• Detail oriented with strong organizational and multi-tasking skills.
• Strong proficiency in Windows and Microsoft Office, including Word, Excel, PowerPoint, Visio, and Outlook.
• Proficiency in researching the Internet.
• Ability to work with sensitive or confidential information.
• Ability to meet deadlines and work well under pressure.
• Ability to work in a team environment as well as independently and be self-driven.
• Critical thinking, problem solving, judgment and decision-making abilities.

Nice-to-haves

• Experience in a similar administrative role within a corporate environment.
• Familiarity with operations management processes.

Benefits

• 401(k) matching
• Dental insurance
• Health insurance
• Vision insurance
• Paid holidays
• Time off benefits
• Comprehensive medical plans.