Administrative Coordinator – Installation Division
Company: Prestige Landscapes
Division: Installation and Irrigation
Department: Administration
Reports To: Director of Operations
Employment Status: Full-Time
FLSA Status: Non-Exempt
Job Overview
Prestige Landscapes is seeking a highly organized, dependable, and customer-focused Administrative Coordinator to support our Installation Division.
This position plays an important role in the day-to-day operations of the division by coordinating schedules, communicating with customers and team members, maintaining project documentation, assisting with billing and collections, and providing general administrative support.
The Administrative Coordinator works closely with the Director of Operations, Project Manager, field teams, customers, and vendors to ensure information is accurate, communication is timely, and installation projects move smoothly from scheduling through completion and billing.
While this position primarily supports the Installation Division, collaboration with other departments is expected when responsibilities overlap or additional support is needed.
Key ResponsibilitiesCustomer Service & Communication
- Greet and assist customers and visitors professionally and courteously.
- Answer incoming calls and assist Installation Division customers with general questions, scheduling, and project-related needs.
- Route calls, messages, and customer concerns to the appropriate team member.
- Monitor voicemail throughout the business day and ensure messages receive timely follow-up.
- Monitor and manage Installation Division email communications.
- Respond to customer inquiries and forward requests or documentation to the appropriate team member.
- Maintain professional and timely communication with customers throughout the installation process.
- Serve as a primary administrative point of contact for Installation Division matters when leadership is unavailable.
- Maintain professional phone and email etiquette when communicating with customers, vendors, and employees.
Scheduling & Installation Operations
- Coordinate and maintain schedules for installation projects, appointments, estimates, meetings, and other division activities.
- Work closely with the Director of Operations and Project Manager to support daily scheduling and project coordination.
- Assist with communication between the office, Project Manager, installation crews, customers, and vendors.
- Maintain accurate and up-to-date records for jobs, contracts, schedules, customer information, and project documentation.
- Ensure required job and customer information is properly entered, updated, and organized.
- Assist with administrative preparation for upcoming installation projects.
- Track outstanding project requirements and communicate needed information to the appropriate team members.
- Gather and provide customer-requested documents, including Certificates of Insurance (COIs), W-9s, and other required company documentation.
- Assist in keeping project information organized from initial scheduling through project completion.
Billing, Invoicing & Collections
- Prepare and assist with invoicing for Installation Division projects.
- Review job information to help ensure billing corresponds with completed work and approved project documentation.
- Assist with customer payment collection and follow established company collection procedures.
- Maintain accurate records of invoices, payments, outstanding balances, and customer communication.
- Collect, scan, organize, and file receipts associated with Installation Division jobs.
- Cross-reference job operations, purchase receipts, and billing documentation for accuracy.
- Identify missing receipts or documentation and follow up with the appropriate team member.
- Scan and properly file bills and financial documentation on the company server.
- Prepare bank deposits as assigned and provide deposit details to Finance.
- Communicate billing discrepancies or concerns to the Director of Operations and/or Finance.
- Assist with maintaining accurate financial documentation associated with Installation Division projects.
Office & Administrative Support
- Maintain organized electronic and physical filing systems for the Installation Division.
- Perform accurate data entry and maintain customer, job, and company records.
- Prepare and proofread documents, reports, spreadsheets, and correspondence for accuracy and professionalism.
- Sort and distribute incoming mail, packages, and deliveries.
- Assist with ordering and maintaining office and division-specific supplies.
- Help maintain a clean, organized, and professional office environment.
- Assist with general front-office operations as needed.
- Support other administrative departments when operational responsibilities overlap.
- Perform additional administrative duties as assigned by the Director of Operations.
Human Resources & Employee Administration Support
- Assist with job postings and basic recruiting coordination when requested.
- Help collect required employment documents and paperwork for new hires.
- Assist with employee onboarding and offboarding administrative tasks in coordination with the Payroll & Benefits Coordinator.
- Collect, organize, scan, and properly file employee and departmental paperwork.
- Assist with distributing company forms, policies, and employee documentation.
- Maintain confidentiality when handling employee, customer, financial, and company information.
Installation Division Asset & Inventory Support
The Administrative Coordinator provides administrative tracking and documentation support for Installation Division assets, materials, and inventory. Physical management and overall responsibility for company vehicles, equipment, and assets remain with the appropriate operational manager.
- Maintain administrative records for tools, equipment, and assets assigned to the Installation Division.
- Document equipment and asset assignments to Installation Division employees and crews as directed.
- Maintain inventory records for Installation Division materials and supplies.
- Track purchase receipts and documentation associated with Installation Division materials and equipment.
- Report missing documentation, inventory discrepancies, or asset concerns to the appropriate manager.
- Maintain and organize fuel receipts and fuel records associated with the Installation Division.
- Enter and organize fuel usage information according to company procedures.
- Assist with fuel ordering when directed by the responsible manager.
- Maintain organized documentation for Installation Division purchases, supplies, materials, and assets.
Qualifications & Skills
- Previous administrative, clerical, office, or customer service experience preferred.
- Strong organizational and time-management skills.
- Excellent written and verbal communication skills.
- Professional and customer-service-focused demeanor.
- Strong attention to detail and accuracy.
- Ability to prioritize and manage multiple responsibilities in a fast-paced environment.
- Proficiency with Microsoft Office, including Word and Excel.
- Comfortable working with spreadsheets, data entry, scheduling systems, and other office software.
- Experience with QuickBooks or similar accounting software is a plus.
- Experience with multi-line phone systems and calendar management preferred.
- Basic understanding of billing, invoicing, receipts, and financial recordkeeping.
- Ability to communicate effectively with customers, field employees, management, and vendors.
- Ability to maintain confidentiality regarding employee, customer, financial, and company information.
- Ability to work independently while collaborating effectively with multiple departments.
- Bilingual abilities are a plus.
- Dependable, adaptable, proactive, and willing to assist where needed to support company operations.
Position Expectations
The Administrative Coordinator is expected to maintain a high level of professionalism, organization, accuracy, accountability, and timely communication.
This position serves as an important connection between customers, office staff, management, and Installation Division field teams. The Administrative Coordinator is expected to proactively communicate issues that could affect scheduling, project documentation, billing, collections, customer satisfaction, or daily operations.
The responsibilities listed above are not intended to be an all-inclusive list. Duties and responsibilities may be modified or additional responsibilities assigned based on the operational needs of Prestige Landscapes.
Pay: $18.00 - $23.00 per hour
Benefits:
- Life insurance
- Paid time off
Work Location: In person
