At Jacobs, we challenge what is currently accepted, so we can shape innovative and lasting solutions for tomorrow. Through the delivery of our operations and maintenance services, you’ll make it simpler and more seamless for our municipal clients to operate safely and efficiently, empowering communities to focus on what matters most to them - people.
The Operations Administrative Coordinator provides comprehensive administrative, fleet, property management, and operational support to the Jacobs Turnpike Roadway Maintenance program in the Pompano District. This role supports District Leadership, field operations, and departmental processes by ensuring smooth office operations, accurate data management, timely reporting, and adherence to Jacobs and FDOT requirements.
Key Responsibilities
- Fleet Management
- Serve as Jacob’s Fleet Manager for the Turnpike projects.
- Track all vehicles, coordinate disposal of unneeded vehicles, and assist with new vehicle purchasing in accordance with Jacobs policies.
- Ensure proper documentation, insurance, registration, gas cards, and maintenance cards for all vehicles.
- Manage and follow up on all vehicle maintenance needs for staff assigned and pool vehicles.
- Schedule pool vehicle use, maintenance, and preparation of new vehicles, including installation of safety equipment (light bars, tool boxes, decals, GPS, radios).
- Collect monthly fleet mileage and update fleet administration systems.
- Monitor pool vehicle condition and perform weekly inspections.
- Send weekly email reminders regarding inspections and maintenance.
- Coordinate fleet car washes
- Maintain SunPass account, including vehicle/transponder/driver tracking and updates.
- Provide driver maintenance assistance to reduce field staff downtime.
- Manage any additional fleet needs for the Jacobs Turnpike projects.
- Jacobs Systems & Purchasing Support
- Enter and submit invoices in MyPayables; review vendor invoices for accuracy and route for payment.
- Educate staff on items that can be purchased in accordance to our Turnpike contracts.
- Receive shipments and verify purchase order accuracy.
- Submit purchase orders and check requests.
- Maintain data, update databases, and generate reports for leadership.
- Fulfill Jacobs purchasing requirements for the Turnpike projects.
- Serve as primary purchasing agent for office supplies, equipment, PPE, and materials.
- Manage PPE inventory, maintain the safety closet, and ensure adequate stock levels.
- Administrative Support & Office Operations
- Provide administrative support to District Jacobs Leadership and District Maintenance Engineer.
- Schedule meetings, create agendas, prepare summaries, and track action items.
- Monitor deadlines, deliverables, and program documentation.
- Maintain SharePoint sites (Roadway Maintenance and department sites), ensuring organized and up to date content.
- Manage Roadway Outlook email groups, phone lists, and staff PTO schedules; notify management of conflicts.
- Develop the Monthly Maintenance Report and publish to SharePoint.
- Compile data and create the monthly On Call schedule.
- Complete monthly expense reports when purchasing for staff.
- Perform a variety of moderately complex office support tasks, including data compilation, report generation, correspondence, and workflow improvements.
- Training, Documentation & Culture Support
- Coordinate logistics, scheduling, communication, and participant support for Roadway training programs (e.g., GEC Training Academy, MOT).
- Collect participant and staff feedback to support ongoing program improvements.
- Encourage positive team culture through engagement in events, celebrations, and recognition efforts.
- Support Senior Program Assistant / EM Coordinator as needed.
- Maintain department process documentation and contribute to workflow enhancements.
- Information Management & Operational Support
- Maintain real time operational data to support situational awareness for daily operations.
- Compile, track, review, and analyze information from multiple sources to support project and program needs.
- Develop reports, timelines, tables, graphs, and presentations using PC and software tools with high proficiency.
- Assigned delegate for the Workplace Contingency Plan Builder, ensuring data is updated as required.
- Maintain organized digital and physical filing systems.
- Property Damage Claims Administration
- Research and submit General Liability, Bodily Injury, and Property Damage claims through FDOT CMS.
- Prepare and upload claim packages, screenshots, documentation, and follow-up materials.
- Handle insurer requests using police reports and coordinate submissions.
- Provide guidance to the public on Turnpike claim submission procedures.
- Relay claim payments to Tallahassee as needed.
- Maintain accurate data and produce monthly and annual claims reports for leadership.
- Property Management Coordination
- Coordinate Roadway Maintenance FDOT property ownership transfers by submitting PMRs for changes in cost centers, descriptions, locations, and assigned users.
- Maintain inventory records including serial numbers, locations, and descriptive details.
- Serve as the primary contact for FDOT Roadway equipment inventory, obtain property decals, and maintain updated location and user records.
- Scan and audit FDOT property during inventory review cycles.
- Prepare property surplus documentation and submit final packages (with manager retaining final compliance authority).
- Assist in property management activities to maintain accurate and compliant asset documentation.
- Demonstrated ability to work independently, exercise judgment within established guidelines, and maintain confidentiality.
- Valid Florida driver’s license (or ability to obtain one), with the ability to travel locally for fleet, property, or administrative purposes as needed.
- Experience coordinating training, meetings, or events is preferred but not required.
- Ability to lift and move office supplies, PPE, or small equipment when supporting field or inventory operations (typically under 25 lbs).
As an essential function of the position and as a business necessity, this role requires regular travel by motor vehicle to client sites, project locations, and other work-related destinations in connection with the performance of assigned duties and responsibilities. Accordingly, a valid driver's license and an acceptable driving record are required for this position. The OMFS business uses Telematics & Dash Cameras with our fleet of vehicles and all new hires will require a Telematics acknowledgement to be signed.
Bring your team-focus, adaptability, and commitment to excellence, and we’ll help you grow what drives you - and deliver the world’s most challenging Operations Management projects, together.
#OMFS #BIA #OurJacobs #BoldlyMovingForward #ChallengeAccepted
- High school diploma or equivalent; associate degree or higher preferred.
- 3-5 years of administrative or office management experience.
- Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
- Experience with SharePoint content management.
- Excellent communication skills, both written and verbal.
- Strong organizational skills and attention to detail; ability to manage multiple priorities in a fast‑paced environment.
- Valid State Driver’s License with no major infractions
Working Conditions
Safety is a core value at Jacobs. We are committed to providing a safe and healthy workplace for all employees. This position will spend a substantial amount of time performing safety sensitive labor or services.
Jacobs is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, religion, creed, color, national origin, ancestry, sex (including pregnancy, childbirth, breastfeeding, or medical conditions related to pregnancy, childbirth, or breastfeeding), age, medical condition, marital or domestic partner status, sexual orientation, gender, gender identity, gender expression and transgender status, mental disability or physical disability, genetic information, military or veteran status, citizenship, low-income status or any other status or characteristic protected by applicable law. Learn more about your rights under Federal EEO laws and supplemental language.