Office Administrator/Project Support Coordinator

Office Administrator/Project Support Coordinator Vision Landscaping - 4.0 Simi Valley, CA Job Details Full-time $22 - $32 an hour 2 hours ago Qualifications Optimizing workflow processes Project team coordination Bilingual Customer records maintenance Managing customer accounts Preparation of internal financial performance reports Coordinating with subcontractors on construction projects Budgeting support Accounts receivable management Account maintenance Project documentation Phone communication Workflow management (operations management method) Construction personnel scheduling Spreadsheets Copy machines Service scheduling Staff scheduling Filing Client file management Team scheduling Purchase order management Mid-level Accurate transaction records management Administrative experience Managing clients in a customer support role Client database systems Client invoicing Customer payment reminders Math Full Job Description 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.