Office Coordinator- Bilingual Spanish

Description

Classification
Non-Exempt 

Salary Grade/Level/Family/Range
Hourly/ Level 4/ Administration/$18.00-$21.00

Hourly/ Level 3/ Administration/$21.01-$24.00

Hourly/ Level 2/ Administration/$24.01-$27.00

Hourly/ Level 1/Administration/$27.01-$30.00

Reports to
V.P., Accounting

Summary/Objective:  

The Office Coordinator is responsible for supporting daily administrative, operational, travel, and fleet management functions to ensure efficient office operations. This role serves as the central point of coordination for office activities, corporate travel arrangements, fleet administration, and accounts receivable support.

The Office Coordinator manages schedules, travel logistics, office supplies, vendor relationships, and internal communications while maintaining accurate documentation and assisting with billing, invoicing, and fleet compliance. This position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced professional office environment.

Essential Functions
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Office Administration & Coordination 

1. Maintain calendars and schedules for senior management and coordinate meeting logistics. 
2. Prepare meeting agendas and maintain a master schedule of meetings and office activities. 
3. Manage conference rooms and community spaces. 
4. Answer incoming calls, greet visitors, and direct inquiries professionally. 
5. Manage incoming and outgoing correspondence including mail, email, faxes, and packages. 
6. Maintain office supply inventory and place orders as needed. 
7. Submit work orders and coordinate repairs for office space and equipment. 
8. Coordinate with vendors and service providers for office maintenance and support. 
9. Maintain organized filing systems for records, invoices, and documentation. 

Travel Coordination 

1. Coordinate all corporate travel arrangements including flights, hotels, and ground transportation. 
2. Maintain and monitor corporate travel schedules. 
3. Assist with developing and managing corporate travel policies. 
4. Manage relationships with travel agencies and travel service providers. 
5. Negotiate travel contracts or rates with vendors when appropriate. 
6. Provide guidance regarding travel documentation, insurance requirements, and international travel regulations. 

Fleet Administration 

1. Maintain fleet records including registrations, inspections, insurance documentation, and warranties. 
2. Monitor fleet usage to ensure compliance with company policies and safety regulations. 
3. Coordinate maintenance schedules and service appointments for fleet vehicles. 
4. Assist with fleet upgrades, replacements, and disposal planning. 
5. Track mileage, fuel usage, and operational costs to identify cost savings opportunities. 
6. Prepare and assist with required transportation reporting such as IFTA and IRP filings. 
7. Ensure fleet compliance with local, state, and federal transportation regulations. 
8. Maintain accurate documentation to support audits and inspections. 
9. Serve as a primary point of contact for drivers regarding permits and compliance requirements. 

Accounting & Billing Support 

1. Facilitate vendor payments, including verifying federal tax ID numbers and resolving invoice discrepancies. 
2. Calculate and report sales tax based on paid invoices. 
3. Prepare, post, verify, and record customer payments related to accounts receivable. 
4. Create and submit invoices according to company billing practices. 
5. Maintain and update customer account records. 
6. Identify delinquent accounts and report updates to the V.P. of Accounting and Sales Director. 
7. Research billing discrepancies and past-due accounts with support from the Collections Manager. 
8. Assist with reconciliation of accounts receivable on a periodic basis. 
9. Assist in generating monthly billing statements from the general ledger. 

Reporting & Administrative Support 

1. Submit weekly operational and activity reports. 
2. Assist in generating reports on fleet efficiency, travel expenses, and operational metrics. 
3. Recommend process improvements to enhance administrative and operational efficiency. 
4. Perform other related duties as assigned. 

Competencies 

1. Technical Capacity 
2. Communication Proficiency 
3. Thoroughness and Attention to Detail 
4. Time Management 
5. Organizational Skills 
6. Ability to multi-task 
7. Stress Tolerance 
8. Learning Orientation 
9. Customer Service Orientation 
10. Interpersonal Skills 
11. Confidentiality and Professional Integrity 
12. Team Collaboration 

Supervisory Responsibility
This position has no supervisory responsibilities. 

Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. 

Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. This is a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets, and bend or stand on a stool, as necessary. The ability to lift to 20 lbs.  

Position Type/Expected Hours of Work
Full-Time, Monday-Friday during business hours 8am-5pm 

Travel
No travel is expected for this position. 

Requirements

Required Education and Experience 

1. High school diploma or GED equivalent 
2. 3+ years of office administration experience 
3. Experience in customer service or administrative support roles 
4. Basic understanding of accounting processes such as invoicing and accounts receivable 
5. Proficiency in Microsoft Office Suite 
6. Bilingual (Spanish)

Preferred Education and Experience 

1. 1.5+ years of office administration or operations experience 
2. Experience with fleet management, logistics, or transportation administration 
3. Bachelor's degree in business administration, logistics, or a related field 
4. Experience with fleet management software 
5. Knowledge of DOT compliance, driver records, and transportation reporting (IFTA/IRP)