Business Operations Coordinator

About Us

PVE, the global leader in the manufacturing of vacuum elevators, is seeking a highly organized and detail-oriented Office Manager to join our headquarters in Miami, FL. This role is central to overseeing daily office operations, coordinating administrative processes, and supporting our sales, production, and accounting teams.

The primary objective of this role is to support the smooth flow of orders, production, invoicing, payments, and customer communication while helping improve and automate administrative processes throughout the organization.

This position serves as a bridge between Sales, Production, Accounting, Shipping, Human Resources, and Dealers to ensure orders move efficiently from entry through shipment and final payment while supporting payroll administration, policy development, employee documentation, and continuous process improvement.

This role also supports the organization's administrative, accounting, and human resources functions to ensure operational continuity, regulatory compliance, and organizational scalability.

Order Administration Ownership

Manage all administrative activities related to incoming orders.

Responsibilities

• CRM order entry
• Deposit invoice creation
• Order review for completeness
• Collection and filing of required documentation
• Order revisions and change requests
• SharePoint document posting and organization

Accounting Support Ownership

Support the financial processing of customer orders and dealer transactions.

Responsibilities

• Accounts Receivable support
• Accounts Payable support
• QuickBooks AR posting
• QuickBooks AP posting
• Deposit tracking
• Final invoice processing
• Payment verification
• Expense report administration
• Financial record accuracy and documentation support

Human Resources & Administrative Support Ownership

Support company administrative, human resources, payroll, compliance, and documentation functions.

Responsibilities

• Payroll processing support
• Employee onboarding and administrative coordination
• Assist with development and maintenance of company policies and procedures
• Assist with updates to the Employee Handbook
• Coordinate annual policy and handbook reviews
• Maintain administrative documentation and employee records
• Support compliance initiatives and employer requirements
• Assist management with process documentation and organizational improvements

Dealer Communication Ownership

Provide professional and timely communication regarding order and payment status.

Responsibilities

• Deposit confirmations
• Final payment reminders
• Invoice distribution
• Payment status updates
• Administrative support for dealer inquiries

Production & Shipping Support Ownership

Assist internal teams in maintaining order flow from production through shipment.

Responsibilities

• Verify orders are financially cleared for shipment
• Coordinate shipment release requirements
• Support production scheduling administration
• Maintain order status accuracy

Process Improvement Responsibilities

A key component of this role is identifying opportunities to eliminate manual work and improve efficiency.

• Document existing procedures
• Create standard operating procedures (SOPs)
• Identify repetitive tasks
• Recommend automation opportunities
• Participate in Zoho workflow improvements
• Assist with process testing and implementation

Qualifications

• Previous experience in office management, administration, or similar role
• Strong organizational and multitasking skills with attention to detail
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and QuickBooks
• Excellent written and verbal communication skills
• Ability to work independently and prioritize effectively in a fast-paced environment
• Familiarity with shipping procedures and order processing is a plus

Pay

Pay: $26.00 - $29.00 per hour

Benefits

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

Work Location

Work Location: In person