Operations & Administrative Coordinator

Location & Employment Details

Location: Remote
Employment type: Full-time
Working hours: Significant daily overlap with U.S. Pacific Time (PST) required
Engagement: Full Time, IC

About the Company

We are a well-established U.S.-based commercial landscaping company serving HOAs, apartment communities, commercial properties, and municipalities across Northern California and Nevada. With more than 40 years in business and operating under new ownership since 2024, the company pairs decades of field expertise with modern systems and a partnership-driven service model.

Our team of roughly 37 professionals is known for proactive communication, detailed reporting, and treating clients as long-term partners rather than accounts. As we continue to optimize and scale operations, we are investing in strong back-office talent to support our leadership team.

About the Role

This role owns the operational and administrative backbone that keeps the business running day to day. It was previously handled internally and is being filled with a long-term hire — someone who can absorb meaningful onboarding, grow into the seat, and stay for several years.

This is not a task-taker position. Leadership is looking for a sharp, independent operator who can manage recurring finance-admin, work-order tracking, and internal systems (particularly Notion) with minimal hand-holding — and who proactively surfaces problems and brings solutions rather than waiting for direction.

Key Responsibilities

Finance & Administrative Support

Manage day-to-day invoicing with accuracy and consistency
Review and code receipts (supported by existing AI automation) and handle light entry in QuickBooks
Track accounts receivable and follow up on outstanding balances, primarily by email and occasionally by phone

Operations & Work Order Coordination

Monitor open work orders and follow up on outstanding items in coordination with supervisors and managers
Support scheduling and help keep operational tasks moving to completion
Act as a dependable back-office point of contact for the leadership team

Systems & Process Management

Own and maintain interrelated Notion databases — keeping them clean, organized, and genuinely useful
Identify inefficiencies and build or improve processes to help optimize operations
Support HR and onboarding administration as needed

Required Qualifications

2+ years in an operations, administrative, or business-support role
Financially literate and comfortable navigating QuickBooks independently
Strong organizational skills and high attention to detail
Excellent written English
Reliable daily overlap with Pacific Time working hours

Preferred Qualifications

Spanish fluency — much of the field workforce is Spanish-speaking, which is helpful for HR, onboarding, and internal communication
Hands-on Notion experience, especially with relational or interrelated databases
Experience supporting a small business or a service/field-operations company
Comfort with modern tools and light automation

Ideal Candidate Profile

You are:

Highly organized and proactive — you spot problems and bring solutions instead of waiting to be told what to do
Independent — you can own recurring work and make sound judgment calls without close supervision
Practical and technical at once — you enjoy getting into the weeds of a messy Notion workspace and solving the puzzle
Financially literate — comfortable with invoicing, AR, and QuickBooks without needing to be a full bookkeeper
A clear communicator — professional and concise in writing
Looking for a long-term home — you want to grow with a business, not fill a gap

Why Join Us

A stable, long-term role with a company that invests in training and development
Direct exposure to leadership and real ownership over your work
The autonomy to build and improve processes, not just execute tasks

Operations & Administrative Coordinator - 62229062704