What are the responsibilities and job description for the Office Coordinator position at Those Guys Lawn and Landscape LLC?
Key Responsibilities:
1. Timesheet Management & Payroll Support
Collect, review, and approve field crew timesheets for accuracy and compliance.
Ensure proper tracking of overtime, absences, and job-specific labor hours.
Work with the payroll department to process weekly or bi-weekly timesheets.
Address discrepancies or missing time entries by communicating with field supervisors.
2. Field Materials Coordination
Maintain records of materials used on landscaping and construction projects.
Track inventory levels and coordinate with vendors for material orders.
Work closely with project managers to ensure timely delivery of materials to job sites.
Organize receipts, invoices, and job costing details for material purchases.
3. Project Data Management & Documentation
Maintain organized job site records, including work logs, project updates, and materials used.
Input data into CRM or project management software for tracking project progress.
Assist in generating weekly reports on project labor, materials, and costs.
Ensure compliance with company documentation standards for record-keeping and audits.
4. Communication & Coordination
Serve as the point of contact between field crews, project managers, and office staff.
Assist in scheduling and coordinating field crew assignments based on project needs.
Provide field teams with necessary documentation, such as work orders and material lists.
Relay important project updates between management and field crews.
5. CRM & Administrative Support
Assist in updating customer records related to job status, materials used, and labor hours.
Help integrate timesheet and project data into CRM for tracking and reporting.
Support office tasks such as filing, data entry, and correspondence.
Work alongside the sales and operations team to ensure project efficiency.
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Required Skills & Qualifications:
Strong organizational and data management skills.
Experience with timesheet processing, payroll coordination, or job costing.
Knowledge of field materials, inventory management, or project coordination.
Familiarity with CRM software (Salesforce, HubSpot, Zoho, or industry-specific platforms) is a plus.
Proficiency in Microsoft Office Suite (Excel, Word, Outlook).
Excellent communication skills for coordinating with field teams and office staff.
Ability to prioritize tasks and work efficiently under deadlines.
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Preferred but not required Experience:
2 years of experience in office coordination or project administration.
Background in landscaping, construction, or field service operations.
Experience working with job costing, purchase orders, and vendor management.
Summary
As an Office Coordinator, you will be integral to the smooth operation of our office, reporting directly to the Office Manager. Your role encompasses a variety of administrative tasks, including inventory management and effective communication with team members and vendors. Utilizing your core skills in office management and clerical duties, you will ensure organizational efficiency. Your premium skills in schedule management and event planning will enhance our operational capabilities. Additionally, your relevant experience with Microsoft Office and CRM software will support our commitment to excellence in service delivery within a dynamic environment.
Job Types: Full-time, Part-time
Pay: $18.00 - $20.00 per hour
Expected hours: 30 – 40 per week
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
Work Location: In person
Salary : $18 - $20
