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Job Summary:
We are seeking a reliable, detail-oriented Remote Administrative, Staffing & Operations Coordinator to support the day-to-day operations of our growing janitorial and facilities management company. This role is responsible for coordinating administrative functions, staffing and recruitment, shift coverage, bids and proposals, client communications, CRM management, purchasing, and operational support while ensuring accurate documentation and efficient business processes. The ideal candidate is bilingual in English and Spanish, highly organized, proactive, and capable of managing multiple priorities in a fast-paced remote environment. This individual will work independently while collaborating with employees, clients, vendors, and management to maintain operational efficiency, support business growth, and deliver exceptional administrative and staffing support.
Key Responsibilities:
Staffing & Recruitment
Post and manage job openings across recruitment platforms.
Screen and interview candidates in English and Spanish.
Coordinate new hire onboarding, including employment forms, FingerCheck setup, and system access.
Maintain recruitment trackers and employee records.
Conduct reference checks and maintain accurate recruitment records.
Monitor employee attendance, time punches, and follow up on discrepancies.
Assist with employee documentation, including warnings and write-ups.
Shift Coverage
Coordinate coverage for last-minute and ongoing staffing needs.
Contact available employees through WhatsApp to secure shift coverage.
Update schedules and FingerCheck records.
Confirm staffing updates with clients.
Bids & Proposals
Track and submit bids through BuildingConnected and other platforms.
Follow up with clients and points of contact regarding submitted bids.
Prepare client proposals and costing sheets.
Monitor proposal status until signed or closed.
Client Communications
Respond to client requests regarding schedules, staffing, and service updates.
Share schedules, cleaning logs, and operational updates.
Log and follow up on client service concerns.
Operations & Documentation
Maintain building Standard Operating Procedures (SOPs), logsheets, and operational documentation.
Coordinate vendor communications and invoice-related matters.
Systems, CRM & Compliance
Maintain accurate client records in HubSpot.
Build and document repeatable processes and SOPs.
Organize vendor and subcontractor compliance documentation, including Certificate of Insurance (COIs), agreements, and scopes of work.
Purchasing & Marketing Support
Place supply orders as needed.
Support CRM updates and marketing activities, including HubSpot and email templates.
Perform other duties related to the position as assigned.
Qualifications & Requirements:
Proficient level of English (written and spoken).
Proficient level of Spanish (written and spoken).
Excellent verbal and written communication skills, including professional phone and email etiquette.
Previous experience as an Executive Assistant, Administrative Assistant, Customer Service or similar roles.
Experience in recruiting, staffing, or facilities coordination roles preferred, but not required.
Tech-savvy with experience using business platforms such as HubSpot, QuickBooks, Microsoft 365, BuildingConnected, or similar software.
Experience coordinating staffing, scheduling, and client communications.
Comfortable using WhatsApp and office productivity tools.
Strong attention to detail and excellent time management skills.
Dependable, proactive, and calm under pressure.
Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.
Self-motivated with the ability to work independently and follow established processes.
Quick learner with the ability to adapt to new systems and workflows.
Creative, resourceful, and proactive with an out-of-the-box mindset.
Proficiency with Microsoft Office (Word, Excel, Outlook), and standard business tools (email, spreadsheets, document management).
Ability to work U.S. Eastern Time (New York) business hours and adapt to business needs.
Interested in long-term career opportunities.
Reliable computer (Windows 10 or newer), two monitors, and stable high-speed internet.
Professional home workstation capable of supporting uninterrupted remote work.