Administrative Coordinator
Location: Palm Beach Gardens, FL
Department: Facilities / Support Center
Reports To: Executive Assistant
Pay Range: $15.50 – $18.00 per hour (based on experience)
Position Overview:
We are looking for a proactive and detail-oriented Administrative Coordinator to support the daily operations of our Support Center in Palm Beach Gardens. This role is crucial in maintaining smooth facilities operations, managing communication with vendors, and supporting general administrative tasks. The ideal candidate will be highly organized with strong communication and problem-solving skills.
Key Responsibilities:
Monitor the Facilities inbox and Vixxo portal to vet, qualify, and authorize vendor work orders.
Provide comprehensive support to the Support Center under the direction of the Executive Assistant.
Input and maintain preventative maintenance contracts and vendor contact information in CoStar.
Track vendor response times, ensuring timely and high-quality service.
Retrieve, sort, and distribute all incoming mail—including from a US Government Client PO Box—and scan/mail to remote staff when needed.
Manage all shipping and receiving (UPS, FedEx, etc.), including items accidentally shipped to the Support Center (e.g., hearing aids, supplies).
Supply UPS labels and shipping materials and assist IT with sending equipment to new or exiting staff.
Monitor and restock Support Center supplies for shared spaces such as break rooms, bathrooms, meeting rooms, the copy room, and training room.
Assist the subtenant with basic needs when requested.
Coordinate with landlords and property managers on facility issues, roof access, and required approvals; update the Property Manager spreadsheet in Microsoft Teams.
Enter Purchase Order (PO) requests in the B.C. system.
Qualifications:
High school diploma or equivalent required.
Excellent follow-up and organizational skills.
Strong attention to detail.
Effective verbal and written communication abilities.
Previous administrative experience preferred.
Experience in property management is a plus.
Pay & Benefits:
Hourly Rate: $15.50 – $18.00 (based on experience)
Additional benefits may be discussed during the interview process.
To Apply:
Please send your resume to mfesinatine@phaxis.com
An Equal Employment Opportunity Employer