Office Administrator/Project Support Coordinator

Join a Growing Landscaping Company:

We are a fast\-growing landscaping company dedicated to enhancing the beauty and value of our clients’ homes and properties. Serving both residential and commercial customers, we take pride in delivering exceptional full\-service landscaping solutions with professionalism, quality, and care.

We are seeking a highly organized, detail\-oriented, and motivated Office Administrator / Project Support Coordinator to join our team. This role is ideal for someone who enjoys working with numbers, thrives in a fast\-paced environment, and can confidently support both accounting functions and project coordination activities.

The ideal candidate is dependable, proactive, customer\-focused, and capable of managing multiple priorities while maintaining accuracy and professionalism.

Key Responsibilities:Administrative \& Customer Support:

• Answer and direct incoming phone calls professionally and courteously.
• Provide excellent customer service by responding to inquiries, resolving concerns, and communicating effectively with clients, vendors, and team members.
• Create, maintain, and manage company contracts, files, and customer records.
• Maintain and update filing systems, databases, inventory records, and office documentation.
• Manage schedules, calendars, appointments, and office coordination.
• Operate office equipment including computers, scanners, photocopiers, and voicemail systems.

Accounting \& Financial Support:

• Process accounts receivable and assist with general accounting functions.
• Prepare invoices, track payments, and follow up on outstanding balances.
• Accurately enter and maintain financial and customer data.
• Reconcile records and assist with job costing and expense tracking.
• Assist with payroll support, vendor invoices, purchase orders, and budgeting tasks.
• Generate reports and maintain organized financial documentation.
• Work closely with management to ensure accurate financial tracking and reporting.

Project Management \& Operations Support:

• Assist with coordinating landscaping projects from scheduling through completion.
• Support project managers with timelines, job scheduling, and task tracking.
• Coordinate communication between clients, crews, vendors, and management.
• Help track project materials, deliveries, work orders, and subcontractor scheduling.
• Monitor project progress and assist in ensuring deadlines are met.
• Maintain accurate project files, contracts, permits, and related documentation.
• Support workflow organization to improve operational efficiency.
• Coordinate routing and scheduling for landscape maintenance services to ensure efficient crew scheduling and timely service completion.
• Adjust schedules and routes as needed based on customer requests, weather conditions, staffing, and project demands.

Qualifications \& Skills:

• 2–3 years of administrative, accounting, or office management experience.
• Strong math, accounting, and data\-entry skills with high attention to accuracy.
• Experience with accounts receivable, invoicing, bookkeeping, or financial tracking preferred.
• Excellent organizational and multitasking abilities.
• Ability to prioritize tasks and meet deadlines in a fast\-paced environment.
• Strong communication and customer service skills.
• Self\-motivated, dependable, and solution\-oriented.
• Proficiency in Microsoft Excel, Word, Adobe Acrobat, QuickBooks Online, CRM systems, and web\-based applications.
• Experience assisting with project coordination, routing, scheduling, or operations management is highly preferred.
• Bilingual skills are a plus.

Why Join Us?:

• Opportunity to grow with a successful and expanding company.
• Collaborative and supportive team environment.
• Diverse responsibilities with opportunities to make a meaningful impact.
• Work with a company committed to quality craftsmanship and customer satisfaction.