Job Overview
Detail Planners is seeking a highly organized, proactive Administrative Operations Coordinator to support our day-to-day business and event operations.
This position is ideal for someone who enjoys keeping multiple moving pieces organized, following up until tasks are complete and making certain that nothing falls through the cracks. The right person will be comfortable communicating with vendors, organizing financial documentation, coordinating shipments and maintaining accurate records across multiple client programs.
This is not a traditional receptionist or calendar-management position. It is a hands-on operational role for someone who takes ownership, anticipates what is needed and closes the loop without requiring constant direction.
Duties
Administrative and Vendor Support
- Draft and send routine emails to vendors, venues and business partners
- Follow up on outstanding proposals, invoices, receipts, confirmations and deliverables
- Maintain organized vendor and program files
- Track deadlines and communicate when information or action is overdue
- Confirm that requested work has been completed and documented
- Assist with general administrative projects and business correspondence
Receipt and Expense Management
- Collect and organize receipts, invoices and supporting documentation
- Assign expenses to the correct client, event or internal program
- Identify missing or incomplete documentation and follow up promptly
- Maintain clear, accurate electronic records
- Assist with basic expense reconciliation and reporting
- Coordinate with the company’s accounting team as needed
This position will provide bookkeeping support but will not be responsible for preparing taxes, issuing financial statements or performing higher-level accounting functions.
Shipping, Supplies and Inventory
- Order office, event and program supplies
- Prepare and coordinate outgoing shipments
- Track packages from shipment through confirmed delivery
- Maintain organized shipping records and tracking information
- Monitor basic supply and program inventory
- Help identify lost, delayed or incomplete shipments and work toward resolution
Program and Operational Organization
- Maintain separate and accurate records for multiple client programs
- Update trackers, checklists, spreadsheets and status reports
- Organize program documents, invoices, receipts and shipping records
- Alert leadership to missing information, potential delays or unresolved issues
- Help create and maintain repeatable administrative processes
- Keep projects moving by following up consistently and professionally
Experience
- At least three years of experience in administrative operations, office coordination, event support, bookkeeping support or a similar role
- Demonstrated experience managing multiple projects, clients or cost centers
- Strong written communication and professional email skills
- Proficiency with Microsoft Excel, Word and Outlook
- Experience using QuickBooks or another accounting platform
- Experience organizing receipts, invoices and expense documentation
- Strong attention to detail and ability to identify missing or inconsistent information
- Ability to work independently, prioritize competing deadlines and follow tasks through completion
- Comfortable communicating with vendors and requesting overdue information
- Reliable, discreet and able to handle confidential business and financial information
Preferred Qualifications
- Experience in event planning, hospitality, meetings, travel or professional services
- Experience with QuickBooks Enterprise
- Experience using project-management or event-management systems
- Familiarity with purchase orders, vendor invoices and client-program expense coding
- Experience coordinating shipments for events or remote programs
- Associate or bachelor’s degree in business, accounting, hospitality or a related field
Equivalent professional experience will be considered in place of a degree.
The Person Who Will Succeed in This Role
You will be successful in this role if you:
- Naturally notice when something is missing
- Keep clear records without being reminded
- Follow up professionally and persistently
- Enjoy bringing order to complicated or fast-moving situations
- Can switch between email, spreadsheets, receipts, vendors and shipments without losing details
- Ask thoughtful questions when something does not look right
- Take ownership of a task through final completion
- Understand that “sent the email” is not the same as “resolved the issue”
What Success Looks Like
Within the first several months, the Administrative Operations Coordinator will:
- Maintain complete and organized documentation for active programs
- Reduce missing receipts and uncoded expenses
- Keep vendor responses and deliverables moving on schedule
- Provide accurate and current shipping information
- Maintain dependable supply and program-ordering processes
- Give leadership confidence that administrative details are being actively managed and completed
Schedule and Work Environment
This is a full-time position based in the Tampa area. Regular business hours are expected, although occasional schedule flexibility may be required during active event periods.
Some local errands, supply coordination or shipment handling may be required.
Please submit your résumé and a brief statement describing your experience with:
- Vendor follow-up
- Receipt and expense organization
- Excel or Google Sheets
- QuickBooks or similar accounting software
- Shipping, tracking or inventory coordination
Candidates may also be asked to complete a brief practical skills assessment involving email communication, expense coding and organizational judgment.
Pay: $48,500.00 - $56,000.00 per year
Work Location: In person
