What are the responsibilities and job description for the Administrative Coordinator position at Skyline Landscapes?
Join a Winning Team!
Skyline Landscapes, one of the region’s fastest-growing and most respected design-build landscaping firms, has an immediate opening for the role of Administrative Coordinator to join their team.
General Overview
In this role, you’ll be responsible for providing administrative support to all areas of the business and responding to all prospect and current customer inquiries. You’ll coordinate the details necessary to make the customers’ experience exceptional, from the point of sale through the end of production. You’ll work closely with the project manager and customer on job scheduling. This position will also be involved in executing on marketing initiatives, hiring employees, and supporting the bookkeeper.
We offer a great work environment, long-term employment, and the opportunity to work with an amazing team!
Compensation commensurate with experience
Duties
1. Communication
- Answer phones, screen calls, and follow through on emails.
- Respond to telephone & email inquiries relating to the scheduling of estimates, certificates of insurance, etc
- Assist customers and prospective customers with their inquiries or concerns; takes ownership of customer problem resolution.
2. Job Administration
- Maintains production schedule, working closely with project managers.
- Set up digital job folders for sold jobs, including job scopes, notes and pictures. Collects deposits and material specifications.
- Maintains Production Forecaster worksheet, updating list of upcoming jobs and associated revenue by month.
- Communicates job start dates to customers.
- Generates invoices in Quickbooks
- Fill in Job Costing forms
3. Office Administration
- Compose and type correspondence when necessary
- Help to organize events and team building
- Process credit card payments.
- Obtain quotes for various improvement projects around the office.
- Order office supplies/equipment and secure the best possible prices.
- Take purchase order information as needed.
- Provide data entry support for bookkeeper (e.g. entering bills in QuickBooks)
- Maintain organized computer files so they are easily accessible
- Assist in setting up and organizing filing system, office, and office procedures.
- Open, sort, and distribute mail3. Marketing and Sales Administration
- Coordinate and execute on marketing activities (postcards, email, and text blasts, etc.).
- Maintain Facebook and Instagram accounts and execute posts
- Implement website updates and blogs
- Maintain website pictures, testimonials, specials, and other content as needed.
- Follow up on open estimates as needed. Human Resource Tasks
- Provides initial screening of new applicants
- Process background check information
- Checks employee and subcontractor references
- Completes new hire information and Employee Folder
- Submit payroll hours to payroll company
- Complete Job Costing forms
Specialized knowledge, skills, or experience:
- Working knowledge of technology and software (MS Office, Windows, quickbooks etc)
- Excellent organizational skills
- Ability to work with a team, including adapting to other people and styles
- Ability to maintain multiple ongoing tasks and projects
Pay: $30.00 - $40.00 per hour
Benefits:
- 401(k)
- Flexible schedule
- Paid time off
Work Location: Hybrid remote in Pembroke, MA 02359
Salary : $30 - $40