Office Coordinator

We are seeking a highly organized and versatile Office Coordinator to serve as the central hub of our landscape and horticulture business. This role is unique because it bridges the gap between Administration, Finance, and Field Operations.

You will not just sit at a desk; you will ensure that the financial data from our various business segments (e.g., Design, Construction, Maintenance) flows correctly into our billing systems, that field teams have the administrative support they need, and that the office runs smoothly.

Key Responsibilities

1. Finance & Billing Coordination

• Invoicing & Receivables: Prepare and send accurate invoices for different business segments (e.g., monthly maintenance contracts vs. one-off landscape installation milestones). Follow up on outstanding payments.
• Expense Tracking: Collect and verify receipts from site supervisors and purchasers (e.g., nursery bills, hardware store receipts). Reconcile these against specific project budgets.
• Petty Cash Management: Manage the office petty cash and process cash requisition requests for daily site labor or fuel, ensuring all transactions are logged.
• Payroll Support: Collate timesheets for office staff, gardeners, and daily wage laborers to assist the HR/Finance department in payroll processing.
  
  

2. Operational Support (Landscape & Horticulture)

• Procurement Coordination: Assist in ordering plants, soil, and hardscape materials. Maintain a database of preferred vendors and nurseries to ensure competitive pricing.
• Asset & Fleet Management: Maintain logs for company vehicles and machinery (lawnmowers, hedge trimmers). Schedule routine maintenance and handle vehicle registration or insurance renewals.
• Project File Management: Create and maintain physical and digital files for every project, ensuring that client contracts, designs, and "As-Built" drawings are filed correctly according to company SOPs.
• Site Communication: Act as the primary liaison between the office and site supervisors, ensuring they have the administrative resources (forms, permits, cash flow) required to work efficiently.
  
  
  

3. General Administration

• Office Management: Oversee the upkeep of the office premises, manage office supplies, and coordinate with utility providers/landlords.
• Documentation: Draft internal memos, letters, and standard operating procedures (SOPs) as directed by management.
• Client Relations: Serve as the first point of contact for incoming calls and walk-in clients, maintaining a professional image for the company.
• Schedule Management: Manage the calendar for senior management, including scheduling client consultations and site visits.