What are the responsibilities and job description for the Office Administrator/Project Support Coordinator position at Vision Landscaping?
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.
Salary : $22 - $32