Office Coordinator

Position Core Profile: The Office Administrator will play a pivotal role in ensuring the efficient operation of our office, supporting both the Office Manager and various teams within the organization. This position encompasses a range of administrative tasks including HR support, accounting functions, sales assistance, and operational duties. The ideal candidate will be proactive, detail-oriented, and possess strong problem-solving abilities, ensuring seamless communication and processes within the branch.

Differentiators:

Industry: Demonstrated understanding of landscaping or similar industries.

Technology and Systems: High level of technological proficiency, including experience with accounting and HR software, MS Office Suite, and communication tools.

Prioritization and Detail: Exceptional organizational skills and attention to detail, with the ability to prioritize and manage multiple tasks efficiently.

Accountabilities:

• Support various operational tasks to ensure smooth daily activities within the branch.
• Answer incoming phone calls and handle inquiries professionally and efficiently.
• Arrange travel accommodations for staff as required.
• Aid the sales team with the preparation and management of sales contracts.
• Maintain accurate records of sales transactions and client interactions.
• Support sales initiatives and contribute to achieving branch sales targets.
• Receive and key invoices into the accounting system accurately and promptly.
• Ensure timely customer payment processing and follow-up on outstanding payments.
• Assist with financial reporting, reconciliation, and other accounting tasks as needed.
• Conduct new employee orientations and manage onboarding processes.
• Coordinate H2B travel, accommodations, and onboarding.
• Assist payroll coordinator with preparing and processing payroll for branch employees.
• Maintain accurate employee records and manage data entry tasks.
• Oversee uniform distribution and inventory management.
• Assist with work compensation claims and ensure compliance with safety regulations.
• Serve as the liaison between HR leadership and branch employees, effectively communicating policies and updates.

This list of responsibilities is not exhaustive and other duties may be assigned as dictated by business needs.

Experience and Qualifications:

• Proven experience in administrative roles, preferably within the landscaping or related industry.
• Excellent data entry skills with high accuracy and attention to detail.
• Strong HR and accounting knowledge, with experience in payroll processing, invoice management, and HR compliance a plus.
• Excellent verbal and written communication skills, with the ability to tailor messages to different audiences.
• Solid interpersonal skills with the ability to build and maintain positive relationships with employees, customers, and vendors.
• Demonstrated ability to handle confidential information with discretion.
• Strong problem-solving skills, with a proactive and solution-oriented mindset.
• Ability to adapt quickly to changing priorities and work effectively under pressure.
• Strong sense of ownership and accountability, with a commitment to delivering high-quality results.
• Ability to pivot responsibilities as needed.
• Experience with EOS preferred.

Core Values (significant alignment with Turfscape’s core values required):

• Do the Right Thing
• Defend the Culture
• Continuous Improvement
• Have Fun at Work
• Turfscape Passion

Travel and Availability Disclosure:

• Expectation is occasional travel to other branches or offices as needed.
• Flexibility and willingness to work non-standard business hours and days as needed required.