Administrative Coordinator - Operations

Job Description

Build the Backbone of a High-Growth Organization

At City Wide Facility Solutions – Boston, we help commercial properties across Central and Eastern Massachusetts simplify facility management through a single point of accountability. As a leader in the managed services space, we connect clients with top-tier vendors and ensure seamless execution across janitorial, maintenance, and specialty services.

We’re looking for a detail-oriented, highly organized Administrative Coordinator who thrives behind the scenes—keeping processes tight, documentation accurate, and operations running smoothly. This role is critical to ensuring strong internal workflows, compliance, and exceptional service delivery.

What You’ll Do:

Support Core Operational Processes

• Prepare Client NJS and supply quotes for the Operations team
• Issue NJS confirmations to Independent Contractors
• Assist with administrative coordination across multiple operational workflows

Insurance & Compliance Management

• Ensure all active Independent Contractors have current Certificates of Insurance (COIs) on file
• Coordinate with City Wide’s insurance agent to obtain accurate COIs for new clients
• Maintain and update all insurance documentation within the City Wide system

New Client Onboarding & Starts

• Lead administrative aspects of new client onboarding, including welcome communications, CRM setup, and key inventory
• Support Vendor Sourcing & Compliance by scheduling Independent Contractor walkthroughs
• Prepare and issue Contracts for Services to Independent Contractors for new accounts

Ongoing Client & Data Management

• Maintain accurate, up-to-date client and contractor data in the CRM
• Organize and manage operational documents within SharePoint
• Assist with updates to existing client agreements, scopes of service, and insurance as needed

Why Join City Wide:

• Stable, full-time role with consistent hours
• Comprehensive benefits package: medical, dental, vision, life, FSA & HRA
• 401(k) with company match
• Generous paid time off, including holidays and volunteer time
• Exposure to multiple areas of business operations with room to grow
• Collaborative, fast-paced environment where your organization skills make a real impact

What You Bring:

• Strong organizational skills with the ability to prioritize and manage multiple tasks
• Excellent attention to detail and commitment to accuracy
• Clear, professional written and verbal communication skills
• Ability to meet deadlines in a fast-moving environment
• Comfort working with CRMs, document management systems, and administrative workflows
• Professional demeanor and ability to work with a wide range of personalities
• Valid driver’s license and willingness to visit client sites as needed

If you enjoy process, precision, and keeping operations running efficiently, this is an opportunity to play a key role in a growing organization where your work directly supports client satisfaction and internal success.

Join City Wide Facility Solutions – Boston and help power the operations behind our growth