Administrative and Operations Coordinator

Administrative And Operations Coordinator

We seek a bilingual and detail-oriented Administrative and Operations Coordinator to join our team in the facility maintenance services field. The ideal candidate will be responsible for providing administrative and operations support to the company, including recruiting, vetting, managing, and coordinating a network of independent contractors and subcontractors performing maintenance and repair services at client facilities. This role requires strong communication skills in both English and Spanish, experience in contractor vetting, and a deep understanding of facility maintenance services to ensure high standards, safety, and compliance across multiple client locations.

Key Responsibilities

Administrative Support + Vetting Independent Contractors : Thoroughly vet potential independent contractors and subcontractors to ensure they meet all necessary qualifications, certifications, and standards for facility maintenance work. Review resumes, check references, verify licenses and insurance, and ensure compliance with industry regulations and safety protocols.

Contractor Recruitment & Onboarding : Identify and recruit qualified independent contractors for various maintenance services (e.g., HVAC, plumbing, electrical, janitorial, and landscaping). Guide contractors through the onboarding process, ensuring they meet all company requirements and adhere to safety standards.

Communication & Support : Serve as the main point of contact for independent contractors, resolving issues or concerns related to work assignments, contracts, or payment. Ensure clear communication with both contractors and the company in English and Spanish.

Operational Support

Vendor Management : Build and maintain strong relationships with independent contractors, ensuring they meet service-level agreements (SLAs) and perform work to the highest standards. Address any concerns or performance issues that arise in both languages.

Contractor Scheduling & Coordination : Develop and manage schedules for independent contractors, ensuring maintenance tasks are completed on time and according to client expectations. Communicate effectively with contractors in both English and Spanish regarding job assignments, timelines, and requirements.

Performance Monitoring & Reporting : Regularly assess contractor performance through evaluations and feedback. Provide management with reports on contractor status, work completion, and any issues related to contractor performance or project timelines.

Safety & Compliance : Ensure all contractors comply with safety regulations, company policies, and industry standards.

Problem Resolution : Effectively resolve conflicts, complaints, or issues between contractors or internal teams. Use strong problem-solving skills and bilingual communication to maintain smooth operations.

Requirements

Education : High School diploma or equivalent; additional education in business administration, facilities management, or a related field preferred.

Experience : Minimum of 3-5 years of experience in administrative support, contractor coordination, facility maintenance, or a related field.

Skills : Proven experience in vetting and managing independent contractors, including reviewing qualifications, licenses, insurance, and compliance with safety standards. Strong knowledge of facility maintenance services, such as HVAC, plumbing, electrical, janitorial, and general repairs. Bilingual fluency in both English and Spanish, with strong verbal and written communication skills in both languages. Excellent organizational, time-management, and multitasking skills. Proficiency in Microsoft Office Suite and facility management software. Knowledge of OSHA regulations, safety standards, and industry best practices in the facility maintenance field. Ability to work independently and as part of a team, with strong problem-solving abilities.

Physical Requirements : Ability to lift up to 30 lbs. Ability to stand, walk, bend, or kneel for extended periods.

Benefits

Company contribution of $600 / mo towards health, vision, dental, and life and supplemental insurance Company paid for short-term disability insurance Company 401k contribution= 3% of base salary Great PTO and paid holiday plan Base salary ranging from $65,000 - $70,000