What are the responsibilities and job description for the Administrative Services Coordinator position at Pinnacle Landscape Management?
Pinnacle Landscape is hiring a highly organized, fast-moving Office Administrator to become the central hub of our growing company. This role owns administrative operations, client communication, scheduling flow, and daily financial coordination so leadership can stay focused on growth, sales, and company direction. You’ll work directly with ownership, directors, and our virtual assistant to keep operations running clean, fast, and professional. This is a self-starter role. The right person identifies problems, takes ownership, and moves solutions forward without waiting for direction.
What You’ll Own:
Client Communication & Sales Support
• Main point of contact for client calls, emails, and leads
• Fast follow-up and estimate scheduling (Speed is King)
• Send quotes, invoices, deposits, and job communication via Jobber
Operations & Office Coordination
• Maintain Jobber scheduling, job files, notes, and job status
• Ensure every job file is complete (signed quote, deposit, materials, photos, notes)
• Manage daily office workflow and leadership calendars
• Prepare weekly reporting (leads, sales, revenue, callbacks, feedback)
• Help build and improve systems and SOPs as the company grows
Financial Workflow (Daily Bookkeeping Support)
• Manage A/P and A/R tracking
• Daily QuickBooks entry and transaction matching
• Maintain visibility on deposits, balances, and payment status
• Help keep Jobber and QuickBooks aligned for job costing accuracy
Team, Marketing & Vendor Support
• Coordinate content photos and review requests
• Help organize hiring, onboarding, and training tracking
• Help coordinate material deliveries and vendor communication
Who This Role Is For:
• Extremely organized and detail-driven
• Fast, clear communicator who follows through
• Comfortable managing multiple moving parts in a fast environment
• Strong with software (Jobber, QuickBooks, Google Workspace)
• Trustworthy with client and financial information
Self-Starter Traits:
• Looks for what needs to be done next
• Solves problems without step-by-step instruction
• Owns outcomes — not just tasks
• Builds structure and improves systems over time
At Pinnacle Landscape, speed, accountability, and follow-through matter. This is not a “wait to be told” office role.