Sales Coordinator

About Us

Mid-Florida Tree Service, Inc. is a family-owned and operated company that has been serving the Tampa Bay area for over 45 years. We take pride in our commitment to professionalism, efficiency, and exceptional customer service. As a fully licensed and insured tree care company, we provide expert services in tree removal, trimming, land clearing, and storm damage cleanup while maintaining a strong reputation for safety and reliability.

Our office team plays a vital role in keeping our operations running smoothly. We value attention to detail, strong organizational skills, and a customer-first mindset in our administrative professionals. If you’re looking to grow your career in a supportive, team-oriented environment where your skills make a real impact, we’d love to hear from you!

Job Summary

The Sales Coordinator oversees the entire lifecycle of job management, from the point of confirmed sale through job completion. This includes verifying job compliance, managing accurate documentation, facilitating proposal preparation, coordinating scheduling activities, ensuring timely and accurate reporting, and handling post-job financial collections. This role is integral to maintaining seamless coordination between sales, operations, and administrative functions. Ideal candidates will be highly organized, tech savvy, proactive, and capable of managing internal communications and external client interactions effectively.

We are looking at a tentative start date of June 17, 2025 for this role.

Responsibilities

Job Verification & Documentation 

• Compliance Verification: Verify licensing and utility compliance with external agencies. 
• Arborist Reports: Review arborist reports and identify incomplete or incorrect data. 
• Virtual Field Verification: Conduct virtual field verification using maps to validate proposals. 
• CRM Records: Maintain accurate CRM records and ensure proposal alignment. 

Post-Operation Paperwork (POPs) 

• Paperwork Audits: Audit completed paperwork for accuracy and completeness. 
• Documentation Follow-Up: Follow up on missing documentation and submit finalized files. 
• Data Integrity: Ensure scheduling and financial data is accurately updated and recorded. 

Proposal Preparation 

• Residential Proposals: Assist in the preparation of residential proposals when needed. Support government proposal during seasons of backlog.
• Discrepancy Resolution: Collaborate with the field sales team to resolve discrepancies. 
• Work Order Generation: Generate work orders upon job approval and submit them to the scheduling department. 

Sales Reporting 

• Performance Reports: Compile and distribute sales reports to track performance metrics and support strategic planning. 
• Sales Analysis: Highlight sales trends, revenue forecasts, and post-job insights. 

Post-Job Collections 

• Job Monitoring: Monitor the status of completed jobs. 
• Task Follow-Up: Follow up on outstanding tasks or documentation after job completion. 
• Collections Management: Manage and monitor post-job collections to ensure timely payment; escalate accounts past 30 days to the billing coordinator for further action. 

Marketing Support 

• Agency Coordination: Provide administrative support to external marketing agencies. 
• Campaign Alignment: Coordinate deliverables with the President, ensuring marketing aligns with current promotions, seasonal offers, or outreach campaigns. 

Required Qualifications 

• Education: High school diploma or equivalent. 
• Experience: Minimum of 3 years of sales coordination, project management, or similar. A combination of education and experience will be considered. 
• Professional English: Professional or native fluency in spoken and written English.  
• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and ability to learn company-specific software. 
• Technology Adaptability: Technologically adept with the ability to rapidly learn new software systems. 
• Financial Literacy: Experienced in handling invoices and tracking payments. 
• Organization: Highly organized, detail-oriented, with the ability to manage multiple deadlines across departments. 
• Communication: Strong written and verbal communication skills. 
• Follow-Up: Excellent follow-up skills to ensure task completion and accuracy. 
• Work Ethic: Reliable, punctual, and able to work independently while maintaining accountability. Maintains a positive customer-focused attitude, demonstrating courtesy and professionalism in all interactions. 
• Confidentiality: Employees may be required to sign a confidentiality agreement regarding sensitive business, employee, and client information. 
• Reliability: Proven track record of punctuality and dependability, consistently arriving on time. 
• 24-Hour Notice Availability: This role requires employees to be available for work during severe weather events. Candidates should be prepared to report for duty within 24 hours when needed. 

Preferred Qualifications 

• Experience: 5 or more years of sales coordination, project management, or similar roles. 
• Industry Software: Experience with Arbor Gold software. 
• Industry Knowledge: Experience in tree care, landscaping, or other blue-collar industries. 
• Permitting & Compliance: Familiarity with permit and compliance processes. 
• Job Costing: Basic understanding of sales and job costing practices. 
• Multitasking: Demonstrated ability to handle multiple tasks and prioritize effectively. 
• Notion Software: Knowledge of Notion productivity software. 
• Asana Software: Knowledge of Asana task management software. 

Additional Job Considerations

Benefits

• 6 Paid Holidays
• Paid Breaks
• Potential future benefits include paid time off, performance bonuses, insurance stipend, and professional development opportunities.

Availability

• Regular Working Hours: On-Site, Monday through Friday, 9:00am to 5:00pm.
• Mandatory Availability During Emergency Storm Events: In the event of a major storm or hurricane, overtime may be required to support preparation, operational support, and post-event administrative tasks.

Wages

• Classification: As a salaried exempt position, this role is task-based rather than hour-based. While standard work hours are 9:00 AM – 5:00 PM, flexibility is required to meet business needs, particularly during busy seasons. Overtime pay is not applicable.
• Training Salary Adjustment: The training salary for the first 90 days will be 5% lower than the final wage, with an adjustment to the full rate upon successful completion of the training period.

Conditions

• Non-Compete Agreement: Candidates hired for this role will be required to sign a non-compete agreement restricting employment in the local tree care and landscaping industry for 2 years post-employment.
• Non-Disclosure Agreement (NDA): Covering client data and business specific proprietary information.
• At-Will Employment