Administrative Coordinator

Administrative Coordinator

Location: Tallahassee, FL (on-site)

Type: Full time

Pay: $48,000 - $50,000 per year

Reports to: Business Operations Manager

READ THIS BEFORE YOU APPLY

This is not a receptionist role and it will not suit someone looking for one.

CFS Solutions is a software development company in Tallahassee. We build deposit automation software used by more than 500 banks and credit unions, sold through a network of 40-plus partners. This role owns the administrative function of the company - the front door, the customer requests that do not need an engineer, and the commercial paperwork that turns a signed deal into work our technical team can start.

You are the last check before a price reaches a customer. You handle the straightforward customer requests yourself and decide what needs to go to an engineer. You coordinate sessions across banks, partners and equipment suppliers that projects are waiting on. You document how this business runs so the knowledge is not held in a few heads. When information is missing, chasing it down is your job, not someone else's. You will need to figure things out that nobody has written down yet, notice what the data is telling you, and move quickly without waiting to be told. Nobody will hand you a task list each morning.

We work with AI tooling every day, and this role has a genuine path into operations leadership. If you are looking for a career rather than a job, keep reading.

WHAT THIS ROLE ACTUALLY DOES

Own the front door - and make it a filter, not a switchboard

Every inbound call and email from a bank, a credit union or a partner comes to you first. Anyone can take a message. This role decides what the request actually is, captures enough for someone to act on it without asking again, and routes it to the right person the first time.

• Capture who is calling, which location and machine is affected, what is actually happening and how to reach them - before routing anything. An incomplete record costs an engineer a call back and the customer their patience.

• Judge urgency and route accordingly. A machine down at a branch is not the same as someone needing a password reset, and the difference has to be recognised at the point of intake.

• Know enough about the product to ask the second question. Not to solve everything - to describe it accurately, and to solve the simple ones yourself.

Resolve the straightforward requests yourself

A meaningful share of what comes in does not need an engineer. Resolving those at first contact is faster for the customer and it protects the technical team's time for the things that genuinely need them. With training and our internal knowledge base, this is well within reach.

• Password resets and login problems

• Adding, removing and updating user accounts at a customer's request

• Permission and access questions - who can see and do what

• Walking a customer through where to find something in the software, or how to run a report

• Answering common questions using our knowledge base rather than passing them on

• Knowing where the line is. Anything beyond it goes to an engineer with the details already captured

Own the quoting process - including where the automation stops

Quotes are largely automated: a customer submits a form, it creates the deal, and the quote generates from a formula. That does not remove the work - it changes it. Your job is everything the automation cannot do, and catching what it gets wrong before a customer sees it.

• Check automated output before it goes out. A formula applies what it is given; if the input was wrong, the quote is wrong and the customer is the one who finds out.

• Handle everything non-standard. Custom work, unusual configurations and anything the price book does not cover comes to you to construct or escalate.

• Keep the price book and product library current, so the automation stays correct. When pricing changes and the library does not, every quote after that is wrong.

• Recognise when a form was filled in incorrectly - wrong product, wrong quantity, wrong customer - and fix it at source rather than downstream.

• Feed the gaps back. Requests the automation keeps failing on are the next thing to be automated, and you are the person who knows which they are.

Hold the deal and project records to a standard

Downstream teams cannot start work on an incomplete record, and revenue cannot be invoiced from a wrong one. You are the control point.

• Required fields complete before a deal advances. No exceptions, including for people senior to you.

• Duplicate records identified and merged rather than left to confuse reporting.

• Welcome packets issued within two business days of a closed deal, and the details they ask for chased until they are in hand.

• Purchase orders followed up until received.

Schedule and coordinate for the support and delivery teams

The technical team should be doing technical work, not arranging meetings across four organisations. Coordination is a real skill and this role owns it.

• Schedule customer-facing sessions that often involve several organisations at once - the bank or credit union, the partner who sold to them, and the companies that supply their equipment. Getting six calendars aligned is frequently the thing holding a project up.

• Schedule welcome packet calls, kickoffs, testing sessions and status reviews, and make sure the right people are in each.

• Coordinate call coverage against project work - helping the team protect blocks of focused time while making sure the phones are never uncovered.

• Track and communicate maintenance and update windows to the customers affected, ahead of time.

• Reschedule fast when something moves, and tell everyone who needs to know without being asked.

Document - so the knowledge is not in one person's head

CFS is deliberately building a knowledge base so that answers live in a system rather than with individuals. This role is a major contributor to that.

• Capture notes and outcomes from customer and internal sessions, including what was decided and who owns what next.

• Write up recurring processes as they are performed, to the standard that someone else could follow them without asking.

• Maintain the shared procedure library and the internal knowledge base - keeping it current, not just adding to it.

• Notice when the same question is asked repeatedly and write the answer down once, properly.

• Keep records of what was communicated to which customer and when. In a business serving regulated institutions, that trail matters.

Chase what is missing - persistently

A significant share of open work at CFS is waiting on information from a customer or a partner - equipment details, a location, a target date, account information. Someone has to ask for the fourth time. That is this role.

• Keep a live list of what has been requested, from whom, when, and what happens next if it does not arrive.

• Escalate a non-responsive contact rather than letting a request sit.

• Notice when a stalled item becomes actionable again and tell the person who needs to know.

Direct the part-time assistant

• Set the standard for intake quality and hold it.

• Assign the work that suits part-time hours and cover what does not.

DECISIONS YOU WILL MAKE WITHOUT ASKING

• Urgency and routing on every inbound request. Right person, first time. You will get it wrong occasionally; not routing at all is worse.

• Whether you can resolve it or it needs an engineer. Resolve what is within scope. Escalate the rest with the details already captured.

• Whether a record is complete enough to move forward. You can hold a deal or a project until it is. That is the job, not obstruction.

• Whether an automated quote is correct enough to release. You are the last check before a customer sees a price.

• Scheduling and rescheduling across customers, partners and vendors. Right people, enough notice, everyone informed when it moves.

• What gets documented and where it lives. Findable by someone who was not in the room.

• When and how hard to chase a customer or partner. Persistent and professional. Silence is not an answer you accept.

• What the part-time assistant works on.

• When something needs to go up. Early, with the facts assembled - not after it has become a problem.

What you escalate: pricing outside the published price book or any discount exception; a customer or partner expressing dissatisfaction or hinting at leaving; a technical issue where you cannot identify the right owner; anything contractual.

HOW YOU WILL BE MEASURED

• Tickets captured complete on first pass

• Correct routing on first pass

• Requests resolved at first contact without an engineer

• Abandoned call rate

• Quote turnaround time

• Quotes released without subsequent correction

• Deal records complete on required fields

• Sessions scheduled without a reschedule caused internally

• Procedures documented and kept current

• Information requests closed per week

WHAT MAKES SOMEONE SUCCESSFUL HERE

You figure it out

This is the trait that matters most, and it is not the same as being resourceful when asked. You will hit things nobody has documented, questions nobody has answered, and situations where the person who would normally know is unavailable. The expectation is that you work it out - from the knowledge base, from the data in front of you, from asking the right person one good question rather than a dozen vague ones.

What that looks like day to day: you check the record before asking someone what happened. You read the history on an account before calling the customer back. You look for the pattern before declaring something a one-off. If you find yourself waiting to be unblocked, that is the signal to go and unblock it.

You are analytical

This role sits on top of real data - quotes, deals, tickets, projects, response times. You are expected to notice things in it, not just enter it.

• Spot the same question coming in repeatedly and do something about it, rather than answering it for the twelfth time.

• Notice when a number looks wrong - a quote total, a quantity, a date that cannot be right - and check it before it goes out.

• Bring patterns to your manager with the evidence: which customers are slowest to respond, where quotes get corrected most, what keeps stalling.

• Use the reporting tools available rather than working from memory or a personal spreadsheet.

You move fast

Speed matters here more than polish. A customer waiting is a customer losing confidence, and a project waiting on a scheduling decision is revenue not converting.

• Decisions inside your scope get made the same day, not held for a check-in.

• Bias to action on anything reversible - route it, schedule it, correct it, then review. Ask first only where the consequence is hard to undo.

• A message that will take two minutes gets sent now rather than added to a list.

• When something is stuck, either unstick it or escalate it the same day with a recommendation attached. Stalled is not a resting state.

You chase things down

The single strongest predictor of success in this role is willingness to follow up a fourth time on something nobody else is thinking about. Work at CFS stalls because a customer has not sent back a detail we asked for, not because anyone lacks skill. Someone comfortable being politely relentless will transform this function. Someone who sends one email and considers it handled will not.

You are organised enough to hold other people's dependencies

Several teams will rely on you knowing where something stands, who is coming to a call, and what was agreed last time. That requires a system you actually maintain, not a good memory.

You are accurate under interruption

You will build a quote while the phone rings. Both have to be right. This role suits someone who can hold a standard while being interrupted, and who checks rather than assumes when they are unsure of a rate, a term or a product.

You work without being managed day to day

Nobody will hand you a task list. You will hold your own priorities, know what is outstanding, and raise what needs raising. If you prefer clear direction each morning, this will be frustrating for both of us.

You are comfortable holding a line with senior people

You will tell people more senior than you that a record is incomplete and cannot move. That is the control this role exists to provide. It requires being firm without being difficult.

You learn a technical domain without being technical

You do not need to be technical. You do need to learn how our customers use the software, what the common problems look like, and what the products are called - enough to describe an issue accurately, quote the right thing, and handle the straightforward requests yourself. Curiosity matters more than background.

EXPERIENCE WE ARE LOOKING FOR

• Two or more years in an administrative, sales support, order management or operations coordination role, ideally at a B2B software or financial services company.

• CRM experience and genuine comfort in it - you will live in HubSpot. Discipline about data matters more than which system you have used.

• Quoting, order entry or billing exposure is a strong advantage. Anyone who has been the last check before a price goes to a customer will understand this role immediately.

• Scheduling or coordination across multiple organisations - customers, vendors, partners - rather than internal calendars only.

• Documentation habit. Someone who writes things down as a matter of course, not as a task they are assigned.

• Comfort with data and reporting. You should be able to pull a list, spot what looks wrong in it, and say what it means - not just read a dashboard someone else built.

• Banking, credit union or payments exposure is valuable but not required. The domain is learnable; the temperament is not.

• Clear written communication. You will write to bank operations staff and partners daily.

This role is probably not for you if:

• You are looking for reception, front desk or purely clerical work.

• You would rather be given a task list than build your own.

• You find chasing people uncomfortable.

• You would rather approximate than check when you are unsure.

• You wait to be unblocked rather than going to unblock it.

• You would rather do something thoroughly next week than adequately today.

ABOUT CFS, AND WHY THIS ROLE EXISTS

CFS Solutions is a software development company in Tallahassee. We build deposit automation software used by more than 500 banks and credit unions across the country, delivered through a network of 40-plus reseller partners. We are a small team - small enough that what you do is visible, and small enough that a good hire changes how the company runs.

We are also deep in AI, genuinely rather than as a talking point. We run an internal knowledge base that answers technical questions, AI drafting and research tools the whole team uses daily, automation across our quoting and project workflows, and AI-assisted documentation. You will use these tools constantly, and part of this role is finding the next thing that should be automated. If working alongside AI tooling sounds interesting rather than intimidating, you will do well here.

WHERE THIS ROLE CAN GO

This is a career role, not a stop. It exists because our administrative function currently sits across several people part-time, which means work stalls waiting on paperwork and technical staff spend their time on coordination. You are the first person to own it whole - which means real scope from day one and substantial influence over how the function is built.

It also sits directly beneath the seat that owns our operational numbers, so you will see how the business actually runs: how revenue is captured, where work gets stuck, what the reporting says. For someone who performs well, the natural progressions from here are sales operations or business operations, both of which are seats on our growth plan. We would rather promote from within than hire in, and we will tell you plainly what would need to be true for that to happen.

If you are looking for a role where you learn a real industry, work with modern tooling, and have somewhere to go - this is a good fit. If you are looking for predictable clerical work, it is not.

Pay: From $48,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Health savings account
• Paid time off
• Vision insurance

Work Location: Remote