Description

Plantscape, Inc. is a diversified landscaping company with a mission to transform workplaces into vibrant environments and experiences that help people and business flourish. Since 1973, we've specialized in providing a full range of interior and exterior landscape services to the Pittsburgh commercial market. This position is based out of our Pittsburgh, PA (Strip District) Headquarters.

The Administrative Office Coordinator is a niche administrative assistant role. This position has responsibilities spanning multiple divisions in the company -- from general office support to more specialized support to sales, service, accounting, and HR. The ideal candidate will thrive in a fast-paced work environment and will enjoy a variety of tasks and challenges. Highly adaptable to meet the needs of the business, this individual will balance strong customer service skills with the ability to understand and solve complex problems. The Administrative Office Coordinator must be a quick learner and strong communicator able to collaborate with a variety of personalities. 

This is a full-time, benefits eligible position. 

Office Coordinator Duties and Responsibilities:

• Builds strong, trusting relationships with team members to enable easy and efficient workflow.
• Processes sales paperwork to production accurately, efficiently and on time.
• Captures and tracks client profiles and sales information in the company software. Receives and documents sales leads and assigns to salesperson based on company protocols.
• Researches accounts, obtains account contacts, and investigates customer discrepancies and past-due amounts with the assistance of Accounting and Service Department staff, company software, and external research. Produces and distributes client statements and invoices as needed.
• Coordinates AR and Collections efforts between Controller, Bookkeeper, interior billing and exterior billing specialists.
• Generates AR Aging reports; collects outstanding balances via telephone calls and/or by mailing and e-mailing of collection letters. Tracks outreach efforts and follows-up regularly until account is current.
• Prepares, posts, verifies, and records customer payments and transactions for Accounts Receivable.
• Provides excellent customer service by receiving guests, answering phones, monitoring email, checking messages, and forwarding incoming calls.
• Opens and closes the office daily and provides a consistent, friendly presence to visitors and employees.
• Provides general administrative support for the office including supply inventory, troubleshooting and escalating office equipment problems, and reporting maintenance needs.
• Responsible for incoming and outgoing company mail and packages; uses computer application to print shipping labels for packages.
• Assists with HR tasks such as benefits administration, presentations, data entry and reporting in Payroll/HRIS system (Paylocity), filing paperwork, and assisting with pre-hire requirements.
• Cross-trains on a variety of administrative and accounting functions to serve as a backup on responsibilities and to continuously grow skillset.
• Assists additional departments in regular and ad-hoc projects.

General Statement: The nature and scope of this position is not solely limited to the duties and responsibilities listed above.

Requirements

Office Coordinator Requirements:

• Associates degree in accounting or business-related field and minimum 2 years’ experience in administrative and/or accounting capacity or equivalent combination of education and experience required. Prior experience as an administrative assistant who supports multiple professionals preferred.
• Excellent computer skills including a high level of proficiency in Microsoft Office products (especially Excel, Word, Outlook, Teams and PowerPoint) and ability to learn additional computer programs.
• Strong detail orientation and ability to investigate discrepancies in information.
• Able to understand complex systems and processes. Flexible and able to adapt to changes without becoming overwhelmed.
• Ability to work professionally with other staff members, clients, and vendors in a pleasant and productive manner.
• Highly developed organizational and prioritizing abilities required; able to handle multiple projects simultaneously, independently, accurately, and within deadlines.
• Prior experience with cash application preferred.
• Ability to handle confidential information.

Physical Requirements:

This position spends considerable time at a desk using a computer. This position frequently utilizes standard office equipment such as computers, printers, and scanners. This position moves about the office including around objects and may occasionally lift up to 25 pounds.

Work Environment:

This job is generally performed in a typical office work environment, which includes equipment noise and frequent interruptions.