Office Coordinator – Landscape & Horticulture Business

About the role

We are looking for a highly organized Office Coordinator to act as the central hub of our landscape and horticulture business. You will bridge administration, finance, and field operations, ensuring smooth office flow and accurate financial data across all business segments.

Key responsibilities

• Prepare and send invoices for maintenance contracts and project milestones; follow up on overdue payments.
• Collect, verify, and reconcile receipts and expenses against project budgets.
• Manage petty cash, process cash requisitions for site labor and fuel, and maintain transaction logs.
• Gather timesheets for staff and laborers to support payroll processing.
• Assist procurement of plants, soil, and hard‑scape materials; maintain vendor database.
• Maintain logs for company vehicles and equipment, schedule maintenance, and handle registrations/insurance.
• Create and organize physical and digital project files, including contracts, designs, and as‑built drawings.
• Serve as primary liaison between office and site supervisors, providing forms, permits, and cash flow support.
• Oversee office upkeep, supplies, utilities, and act as first point of contact for clients and callers.
• Manage senior management calendars, schedule client consultations and site visits.

Required profile

• Detail‑oriented and able to manage multiple administrative and financial tasks simultaneously.
• Strong communication skills to interact with field teams, vendors, and clients.
• Ability to maintain accurate records and follow company SOPs.

Required skills