Office Admin Specialist

Overview

This role works with two other team members and responsibilities include supporting field operations, customer service, scheduling coordination, office systems and internal communication to ensure the company runs efficiently and professionally. This position works closely with ownership, operations staff, and the Finance Manager. While the Finance Manager oversees accounting, payroll processing, financial reporting, and budgeting, the Office Manager focuses on administrative management, workflow coordination, and team support.

Cole Landscaping Inc is an EOS Company (Entrepreneurial Operating Systems) that drives results via professional, proper data and Core Values. All team members first responsibility is to our Cole team. Individuals may perform other duties that will be assigned that are not listed.

• Contribute to the team's effectiveness by preparing, planning and executing diverse tasks.
• Handle phone inquiries and problems promptly with an exceptional, professional approach.
• Manage day-to-day office operations and administrative procedures.
• Maintain organized digital and physical filing systems.
• Order and manage office supplies, uniforms, and administrative materials.
• Maintain office organization, workflows, and current SOPs.

• Assist with customer onboarding and maintaining customer records.
• Own accounts receivable, including customer invoicing and collections.
• Support follow-up communication for proposals, approvals, and service updates.
• Help maintain a high level of professionalism and responsiveness with clients.
• Coordinate communication between field crews and office staff.
• Track permits, inspections, and project documentation.
• Manage PO System as purchase orders funnel through this role.
• Responsible for all company events – planning, scheduling and execution.
• Support company culture and internal team organization.
• Assist finance in Aspire Software.

• Communicate with vendors and subcontractors as needed.
• Maintain insurance certificates, licenses, and compliance documents.
• Assist with safety documentation and administrative compliance tracking.

• A winning attitude that is team goal focused.
• Aspire Software a great asset although not required; company training provided.
• Super strong administrative skills and able to stand your ground.
• Excellent customer service attitude.
• Proactive self‑starter who actively seeks opportunities and proposes solutions.
• Top‑notch verbal and written communication skills.
• Excellent time‑management skills and ability to prioritize work.
• Attention to detail and problem‑solving skills.
• Ability to effectively listen and elicit information with ability to work independently.
• Extremely strong computer skills: CRM, Microsoft Office (Excel, Word, Publisher), Gmail Suite, and internet abilities required.
• Clean, neat and professional appearance; works well in a team‑oriented environment a must.

Pay: $70,000.00 - $85,000.00 per year

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off

Work Location:

In person