Position Overview
The Administrative Coordinator for Florida provides administrative support and customer service to various internal and external customers. He or she supports executing timely customer-related requests and continuous support of the Sales and Operations Team goals. This individual supports all front office activities, as needed, and performs administrative duties as assigned and reports to the General Manager.
Summary of Responsibilities
The Administrative Coordinator for Florida is a unique role that encompasses responsibilities for our Largo, Florida location.
Administrative Coordinator
Answers and transfers calls on a multi-line phone system
Accepts deliveries, sorts mail, and maintains phone lists
Handles sensitive and/or confidential documents and information
Filed paperwork appropriately
Ensure visitors follow sign-in procedures and provided them with PPE
Orders office supplies
Other duties as assigned
Customer Excellence Duties
Enters breakdowns/uploads documents (price hold & trader review)
Emails breakdowns to Cicero Breakdowns
Set up new customer accounts
Enters customer pricing as requested by the Sales Team
Creates and updates consumer and customer contracts
Cuts checks – tracks customer payments
Acts as a point of contact for customer questions – handles invoicing, payments for returned materials
Accounts Payable and Receivable Duties:
Sets up new vendors
Codes and sends invoices
Tracks unpaid invoices
Acts as a point of contact for customers and vendors regarding payments
Shipping/Invoicing and Scheduling Duties:
Scheduling shipments
Creating load authorizations
Creating new sales contracts
Tracking outbound shipments
Invoicing intercompany shipments as well as consumer and mills
Creates shippers – handles all appropriate paperwork
People Development Duties
Assists in various onboarding activities such as the required new hire documents; scans paperwork
Assists with scheduling clinic appointments
Desired Characteristics
High School Diploma required; college degree preferred
Requires previous similar position experience in an administrative role
Must possess a professional, charismatic, and customer service focused attitude
Standard MS Office software usage (Outlook, Excel, Office)
Ability to work in a face paced environment, managing multiple priorities
Ability to perform accurate data entry
Excellent written and verbal communication skills
Highly organized
Candidate must pass a pre-employment verification, background check, and drug screen
Required:
Must be Bilingual (Spanish)