Type:
- 5-year Contract
Full Time or Part Time:
- Full-Time
Pay Rate:
- $19.94 - $22.80 per hour
Location:
- Orlando, FL 32801 – Onsite
Language Requirements:
- Write, read, and speak English
Language Preferences:
- Write, read, and speak Spanish
Job Overview
We are seeking a highly organized and proactive Administrative Office Coordinator to oversee division-level administrative operations and coordinate services within a large, complex organization. This role is responsible for managing office functions, coordinating projects and programs, supporting leadership initiatives, and overseeing support staff, volunteers, and interns engaged in varied assignments.
The Administrative Office Coordinator serves as a key liaison between management, advisory groups, internal departments, and external stakeholders. This position requires strong organizational skills, independent judgment, and the ability to manage multiple priorities in a structured and deadline-driven environment. The ideal candidate demonstrates professionalism, strong communication skills, attention to detail, and the ability to represent the division in both internal and external settings. Performs other duties as assigned.
Experience Requirements
- Minimum of five (5) years of progressive experience in administrative coordination, office management, or a related field; or an equivalent combination of relevant experience and training
- Demonstrated experience coordinating division or department projects, programs, meetings, and special events
- Experience preparing agendas, compiling meeting materials, and recording and distributing meeting minutes
- Experience ensuring meetings and public notices comply with applicable transparency and open-meeting requirements
- Proven ability to compose professional correspondence for executive leadership and external stakeholders
- Experience researching, analyzing, and preparing information for reports, presentations, and projects
- Ability to represent leadership at meetings or events as assigned
- Experience coordinating office services, including clerical support, purchasing, travel arrangements, budget tracking, and personnel documentation
- Experience overseeing and coordinating the work of support staff, volunteers, or interns
- Ability to respond to inquiries regarding projects, grants, policies, or departmental procedures
- Strong organizational and project management skills with the ability to manage multiple deadlines
- Intermediate proficiency in Microsoft Word, Excel, PowerPoint, Access, and related office software
- Excellent proofreading, presentation, and written and verbal communication skills
Experience Preferences
- Experience supporting advisory councils, committees, or governing bodies
- Experience coordinating public meetings or stakeholder engagement initiatives
- Familiarity with public-sector administrative practices or regulated environments
- Experience assisting with budget coordination, inventory management, or grant-related documentation
- Experience conducting surveys, compiling feedback, and reporting results
Physical Requirements
- Ability to work at a computer for extended periods
- Ability to attend meetings, events, and occasional off-site activities
- Ability to lift up to 10–20 pounds (files, materials, event supplies) as needed
- Minimal to moderate physical exertion depending on event coordination requirements
Education Requirements
- High school diploma or equivalent
- Strong organizational, proofreading, presentation, and communication skills
Education Preferences
- Additional coursework or training in Business Administration, Office Management, Public Administration, or a related field
- Continuing professional development in project coordination, public administration, or organizational leadership
- Advanced training in Microsoft Office applications or office management systems
Training Schedule:
- TBD
Schedule:
- Monday through Friday; 8:00 a.m. to 5:00 p.m.
- Hours and days may vary depending upon departmental requirements.
Dress Code:
- TBD
Benefits:
- TBD
Additional Information:
Drug screening, background, and reference checks are performed if required. Valid identification and reliable transportation are required. We are an E-Verify employer. We will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee’s Form I-9 to confirm work authorization. Our employees are authorized to work in the United States.Skills Required
- Minimum five years of progressive experience in administrative coordination, office management, or a related field, or equivalent experience and training
- Experience coordinating division or department projects, programs, meetings, and special events
- Experience preparing agendas, compiling meeting materials, and recording and distributing meeting minutes
- Experience ensuring meetings and public notices comply with transparency and open-meeting requirements
- Ability to compose professional correspondence for executive leadership and external stakeholders
- Experience researching, analyzing, and preparing information for reports, presentations, and projects
- Ability to represent leadership at meetings or events
- Experience coordinating office services, clerical support, purchasing, travel arrangements, budget tracking, and personnel documentation
- Experience overseeing and coordinating support staff, volunteers, or interns
- Ability to respond to inquiries regarding projects, grants, policies, or departmental procedures
- Strong organizational and project management skills with the ability to manage multiple deadlines
- Intermediate proficiency in Microsoft Word, Excel, PowerPoint, Access, and related office software
- Excellent proofreading, presentation, written, and verbal communication skills
- High school diploma or equivalent
- Ability to write, read, and speak English
- Reliable transportation and valid identification
- Ability to work at a computer for extended periods and lift 10 to 20 pounds as needed
- Ability to attend meetings, events, and occasional off-site activities
- Spanish language proficiency
- Experience supporting advisory councils, committees, or governing bodies
- Experience coordinating public meetings or stakeholder engagement initiatives
- Familiarity with public-sector administrative practices or regulated environments
- Experience assisting with budget coordination, inventory management, or grant-related documentation
- Experience conducting surveys, compiling feedback, and reporting results
- Additional coursework or training in business administration, office management, public administration, or a related field
- Continuing professional development in project coordination, public administration, or organizational leadership
- Advanced training in Microsoft Office applications or office management systems
What We Do
Qwalifize is an Operational Intelligence company that combines technology-enabled staffing, consulting, data visibility, and intelligent asset tracking. It helps commercial organizations and government agencies improve operational visibility, efficiency, safety, compliance, and performance by monitoring people, tools, supplies, and equipment in real time. Its technology offerings include AIoT, RFID, embedded technology, AI, CCTV, and proprietary learning-management solutions across construction, healthcare, manufacturing, warehouse, and multi-location environments.
