Operations and Office Coordinator

Industry: Janitorial & Commercial Cleaning Services
Reports To: Operations Manager / Administrative Manager

Position Summary

The Operations and Office Coordinator serves as the central hub for daily operations, bridging the gap between clients, office compliance, and janitorial/floor technician field crews. In this hybrid role, the coordinator handles daily office administrative tasks, internal crew coordination, and acts as a primary point of contact for incoming client communications. Key responsibilities include optimizing and dispatching field crew schedules to ensure client cleaning sites are fully staffed, while maintaining strictly organized, secure, and compliant employee personnel files.

Key Responsibilities

• Crew Routing, Scheduling & Attendance: Create, update, and dispatch efficient daily/nightly schedules for crews. Monitor check-in reports and coordinate backup coverage for employee callouts to prevent missed client cleanings.
• Client Communications & Phone Management: Act as a first point of contact for building managers and clients. Greet callers, manage incoming phone lines, and directly route emergency cleaning requests, complaints, or service changes to the correct managers or crews.
• Employee File & Compliance Management: Securely organize confidential personnel files, onboarding paperwork, background checks, I-9 documents, and contact details. In coordination with the Administrative Manager, track and ensure all cleaners have completed required safety training, orientations, and equipment-handling signoffs.
• Office Administration & Logistics: Maintain daily office operations, monitor office supplies, handle data entry, and coordinate incoming work orders while assisting with hours tracking for payroll.
• Fleet Maintenance: Track company vehicle service schedules, inspections, and repairs to keep the fleet running safely.

Qualifications

• Language: Fluency in both English and Spanish is required.
• Experience: 1–3 years in office support, dispatch, scheduling, or service-industry office coordination (experience in commercial cleaning, construction, or trades is highly preferred).
• Technical Skills: Proficiency using scheduling software, workforce mapping apps, and spreadsheet tracking platforms.
• Problem-Solving & Agility: High capability to manage fast-moving scheduling shifts or missing-crew emergencies calmly and efficiently.
• Communication & Discretion: Clear phone communication skills, strong interpersonal attributes, and a proven track record of handling sensitive, confidential employee data discreetly.
• Accountability: Demonstrating strong ownership and responsibility for all assigned duties.

Pay: From $20.25 per hour

Expected hours: 40.0 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person