Administrative Coordinator

Crown Information Management assists Florida Companies to securely manage their physical information. Our teams create information management solutions for our customers’ data, no matter what format, location or lifecycle stage it’s in.

We are currently seeking a qualified candidate to join our team as an Administrative Coordinator . The ideal individual will be coachable , self-driven , and possess a strong work ethic . This role requires someone who is highly organized , can manage multiple responsibilities and capable of thriving in a fast-paced environment .

The Administrative Coordinator plays a vital role in supporting company-wide operations, HR and Payroll processes, Company Compliance, and company communications. This position ensures smooth administrative workflows, accurate record-keeping, and effective coordination across departments.

Key Responsibilities

Payroll & HR Support

Enter and submit team hours to the payroll company.

Maintain and update company-wide time-off records.

Serve as the point of contact for HR issues completing necessary paperwork and coordinating with the payroll company.

Manage hiring protocols for each team, including job postings, resume screening, personality testing, and drug testing.

Document and implement onboarding and training processes for new employees.

Handle and complete paperwork for workers’ compensation incidents at the Winter Haven office.

Coordinate worker’s Compensation incidents with Site Managers for incidents outside Winter Haven office and forward documentation to the payroll company.

Manage health insurance issues and changes company-wide, including annual renewals.

Assist with Commercial & General Liability insurance implementation, updates, and maintenance.

Oversee all 401(k) updates and correspondence with Vanguard.

Compliance

Maintain and update policy procedures and documentation.

Manage and handle customer compliance inquiries and requests from customers

Work with outside companies to update information for required audits

Support Services Admin

Manage storage services during Records Coordinator’s absence.

Collaborate with IT company to resolve team-specific computer and software issues.

Communicate company holidays, emergency/hurricane plans, and special events.

Manage internal communication to include newsletters, employee milestones etc.

Create external newsletters for customers and coordinate with the accounting department for distribution with invoices

Qualifications

Proven experience in administrative coordination or similar role.

Strong organizational and multitasking skills.

Excellent written and verbal communication.

Proficiency in Microsoft Office Suite

Ability to handle confidential information with discretion.

Experience with insurance and benefits administration is a plus.

Work Environment

Office-based with regular communication across multiple locations.

Collaborative and fast-paced team environment.