Office Coordinator

Key Responsibilities: Schedule and coordinate annual and five-year inspections for elevator units. Receive incoming calls and dispatch service requests for both Miami and Puerto Rico offices. Maintain accurate records and follow up on inspection schedules and service activities. Assist with permitting processes for modernization, repair, and construction projects as needed. Support administrative and billing functions, including reviewing service tickets, processing invoices, and performing accurate data entry. Communicate with customers, inspectors, technicians, vendors, and internal team members regarding scheduling and project status. Maintain electronic and physical filing systems. Prepare correspondence, reports, and spreadsheets using Microsoft Office applications. Monitor email communications and respond promptly to customer and internal inquiries. Assist management with administrative projects and other duties as assigned. Adapt to changing business needs and take on additional responsibilities as they arise.

Qualifications: Bilingual in English and Spanish (written and verbal).Strong organizational and time management skills. Excellent verbal and written communication skills. Ability to multitask and manage competing priorities. Proficiency in Microsoft Office Suite, including Outlook, Word, and Excel. Professional customer service skills. Ability to work independently and as part of a team. Strong attention to detail and follow-through.

Preferred: Previous experience in dispatching, office administration, construction support, service operations, or a related administrative role. Experience with permitting, scheduling, and billing processes. Previous elevator industry experience.

Work Location: This is an on-site position located in Miramar, Florida, The position supports both Miami and Puerto Rico.