Office Coordinator (Multi-Business Support)

We are seeking a highly organized, tech-savvy, and proactive Office Coordinator to support operations across our Property Management and Landscaping businesses. This role serves as the operational "command center," ensuring that tenant needs are addressed and service workflows for the landscaping companies are documented with precision.
The ideal candidate is a master of multitasking who can shift gears between property maintenance logistics and service-based billing for different business entities seamlessly.


Key Responsibilities:
?Property Management Support
?Ticket Management: Monitor incoming maintenance requests and ensure they are processed accurately through Process Street.
?Ad-Hoc Tasking: Create ad-hoc task tickets for Property Managers as instructed and as needed by the manager to ensure all tasks are documented and tracked.
?Inquiry Handling: Assist Property Managers by screening and responding to tenant inquiries via phone, SMS, and email.
?Cross-Departmental Coordination: Act as the primary liaison between tenants, managers, and vendors to ensure clear communication.

Landscaping Business Support
?Operations Support: Create job orders, specific tasks, and invoices for the Manager to ensure field operations and administrative records are aligned across the landscaping companies.
?Financial Administration: Generate and send professional invoices; accurately record and reconcile incoming payments.
?Collections: Conduct professional outgoing collection calls for outstanding balances to maintain healthy cash flow.
?Database Management: Use Jobber (or equivalent) to maintain accurate client records and service history for the landscaping businesses.

Qualifications & Skills
?Technical Proficiency
?Specialized Software: Experience with HubSpot, Process Street, Jobber, Yardi Breeze, or QUO (or direct equivalents).
?Productivity Tools: Advanced proficiency in Gmail, Google Suite, and Microsoft Outlook. You should be comfortable managing high-volume inboxes and complex shared calendars.

Core Competencies
?Communication: Exceptional verbal and written skills. You must be able to communicate professionally across different departments and with external clients.
?Problem-Solving: A resourceful, proactive attitude with a strong focus on finding solutions.
?Detail & Accuracy: A high degree of precision in data entry and financial recording. Accuracy in invoicing and ticket details across multiple entities is critical.
?Coachability: A "quick study" who is coachable and can master new software or internal workflows rapidly.

Candidate Profile
?Experience: 2+ years in office coordination, preferably supporting multiple departments or brands.
?Temperament: Calm under pressure, highly organized, and naturally helpful.
?Reliability: Consistent follow-through; someone who "closes the loop" on every job order and ticket.
?Mental Agility; The ability to pivot focus between property management needs and landscaping job orders throughout the day.


Note to Applicants: This position requires supporting multiple business interests. Success depends on your ability to switch contexts quickly, moving from a property maintenance request to a landscaping invoice as requested by management.