Administrative Assistant / Scheduling Coordinator

Location: Davie, FL
Schedule: Monday – Friday, 8:00 AM – 4:30 PM

We are seeking a highly organized and detail-oriented Administrative Assistant / Scheduling Coordinator to join our team in Davie, FL. This is a long-term career opportunity with a stable and well-established company. The ideal candidate will have strong administrative, scheduling, and customer service skills with the ability to multitask and prioritize tasks in a fast-paced environment. This role is essential in ensuring the efficiency of daily operations, technician scheduling, and financial tracking.

• Prepare and manage daily schedules for technicians and estimators.
• Communicate schedule updates and changes with internal teams and clients.
• Coordinate technician dispatch and ensure timely job completion.

• Prepare and send client estimates, ensuring accuracy and completeness.
• Draft and distribute contracts, obtaining necessary approvals and signatures.
• Send Certificates of Insurance (COIs), licenses, and W-9 forms to clients upon request.
• Ensure executed contracts are properly documented and filed.

• Generate and send invoices to clients, ensuring timely and accurate billing.
• Update Accounts Receivable (A/R) reports regularly.
• Follow up with clients approaching 30-day payment deadlines to ensure timely collections.

• Maintain and update estimate approval reports for tracking project progress.
• Enter and manage project data, ensuring accuracy and completeness.
• Prepare and submit daily progress reports for internal review.

• Serve as the primary point of contact for clients regarding scheduling, contracts, and invoices.
• Respond to customer inquiries in a professional and timely manner.
• Communicate with vendors as needed to coordinate materials and services.

• Perform routine office tasks, including filing, scanning, and document organization.
• Assist with correspondence, emails, and internal communication.
• Support management and field teams with administrative tasks as needed.

• Previous experience in scheduling, administrative support, or customer service.
• Strong organizational skills with the ability to manage multiple priorities.
• Excellent communication and problem-solving skills.
• Proficiency in Microsoft Office Suite (Excel, Outlook, Word, PowerPoint).
• Attention to detail and accuracy in data entry and documentation.
• Experience with invoicing and accounts receivable follow-ups is a plus.
• Familiarity with construction, field services, or similar industries is preferred but not required.

This is a great opportunity for someone looking for a stable, long-term position with room for growth. If you are a proactive, detail-oriented professional who thrives in a fast-paced environment, we encourage you to apply today.