Office Administrator / Operations Coordinator

Position: Office Administrator / Operations Coordinator

This position is responsible for managing the daily office and administrative operations of a local landscape company in Beaumont, TX. Responsibilities include customer communication, preparing estimates and proposals, scheduling jobs, invoicing, tracking leads and active projects, coordinating materials, monitoring accounts receivable, maintaining company vehicle records, and handling general administrative duties. The position is primarily office-based, with occasional trips to vendors and the county tax office.

Daily Office Responsibilities

Customer Communication & Email Management

· Answer incoming phone calls and respond to customer inquiries.

· Monitor and respond to company emails throughout the day.

· Communicate with customers regarding estimates, scheduling, invoices, and service requests.

· Follow up with customers on pending estimates and proposals.

· Address customer questions and concerns.

· Maintain professional and timely communication with residential and commercial clients.

Website Leads & Appointment Scheduling

· Check the company website regularly for incoming leads and service requests.

· Contact potential customers to discuss requested services.

· Schedule appointments for estimates and consultations.

· Maintain a Google Sheets spreadsheet tracking incoming leads, customer information, appointment dates, and follow-up status.

· Follow up with prospective customers who have not responded to estimates.

Estimating, Proposals & Landscape Design

· Prepare estimates for residential and commercial landscaping and maintenance services.

· Assist with designing smaller landscape projects, including plant selections and layout recommendations.

· Utilize the company's custom Google Sheets estimating spreadsheet to calculate material quantities, material costs, labor expenses, equipment costs, and project pricing.

· Review project costs and profit margins using the estimating spreadsheet.

· Contact vendors to verify plant availability and obtain material pricing.

· Create detailed scopes of work and professional customer proposals.

· Email estimates and proposals to customers.

· Revise estimates as requested.

· Track estimates and approvals in Google Sheets.

Job Scheduling & Tracking

· Schedule approved landscaping projects and maintenance services.

· Coordinate job dates based on crew availability, materials, and customer preferences.

· Maintain and update a Google Sheets spreadsheet of current jobs, upcoming projects, and pending estimates.

· Track job statuses from initial inquiry through completion.

· Communicate scheduling updates to customers and management.

· Rescheduling jobs as needed due to weather, material availability, or other delays.

Invoicing, Payments & Accounts Receivable

· Prepare and send invoices once landscaping jobs have been completed.

· Generate and send recurring maintenance contract invoices monthly.

· Submit invoices through customer-specific billing websites and vendor portals when required.

· Follow each customer's preferred invoicing method, including email, company software, or online billing platforms.

· Monitor outstanding invoices and identify past-due accounts.

· Maintain a Google Sheets spreadsheet tracking unpaid invoices, past-due balances, and payment statuses.

· Record customer payments in the spreadsheet as they are received.

· Update outstanding balances and mark invoices as paid when payment is confirmed.

· Follow up with customers regarding overdue payments.

· Document payment follow-ups and customer responses.

· Address billing questions and correct invoice discrepancies.

Vendor Communication & Material Ordering

· Contact vendors for plant availability, material pricing, and delivery information.

· Order plants, mulch, soil, rock, edging, and other landscaping materials for upcoming projects.

· Coordinate material deliveries and pickup dates.

· Pick up plants or smaller materials from local vendors when necessary.

· Confirm materials are available before scheduling projects.

Monthly & As-Needed Administrative Responsibilities

Monthly Comptroller Tax Responsibilities

· Prepare and submit monthly Texas Comptroller sales tax filings.

· Review monthly sales and taxable transactions.

· Verify tax amounts collected and reported.

· Maintain records of submitted filings and payments.

· Ensure monthly tax reporting is completed by the required deadlines.

Company Vehicle Insurance & Registration Management

· Maintain and monitor insurance coverage for company vehicles.

· Keep track of vehicle insurance policy information and renewal dates.

· Communicate with the insurance provider regarding policy updates, vehicle additions, removals, and coverage questions.

· Monitor vehicle registration expiration dates.

· Gather necessary paperwork for annual vehicle registration renewals.

· Visit the county tax assessor-collector's office to renew vehicle registrations and obtain updated registration stickers.

· Maintain organized records of vehicle insurance and registration documentation.

Additional Administrative Responsibilities

· Maintain current W-9 forms and Certificates of Insurance (COIs) for all contracted accounts.

· Communicate with the insurance provider to request and obtain new Certificates of Insurance (COIs).

· Maintain and organize customer records, estimates, invoices, and job documentation.

· Update customer information in company software.

· Maintain Google Sheets tracking spreadsheets for active jobs, pending proposals, new leads, and outstanding payments.

· Keep management informed of upcoming jobs, outstanding invoices, and scheduling needs.

· Assist with general office organization and other administrative tasks as needed.

Software & Computer Skills

· Google Sheets: Custom estimating spreadsheet, material cost calculations, labor and equipment pricing, profit margins, job tracking, lead tracking, and accounts receivable.

· Company Website: Monitoring incoming leads and customer inquiries.

· Email: Daily customer and vendor communication.

· Customer Billing Portals: Submitting invoices through various client-specific websites.

· Texas Comptroller Website: Monthly sales tax reporting and payments.

· Vendor Websites: Ordering materials and checking pricing and availability.