Administrative Coordinator

Air Comfort, Inc; Town of Mukwonago (WI); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

401(k) with company matching

Health insurance

Dental insurance

Vision insurance

Paid time off

Employee assistance program

Job summary

Air Comfort, Inc in Mukwonago, WI is seeking a Landscape Maintenance Administrative Coordinator to manage client communication and operational tasks. Ideal candidates will have experience in administrative support and thrive in a fast-paced environment.

The role includes multitasking, proposal coordination, and ensuring efficient operations. Benefits include health insurance and a 401(k) matching program. Bilingual skills are a plus. Join us to contribute to exceptional craftsmanship and customer experiences.

Qualifications

• 3+ years of experience in administrative coordination or operations support.
• Experience in landscaping, construction, or home services preferred.
• Proven ability to manage multiple priorities and maintain accuracy.

Responsibilities

• Deliver outstanding customer service through phone and online inquiries.
• Facilitate ongoing communication with clients throughout their service experience.
• Prepare and process proposals based on direction from sales and project management.

Skills

Multitasking

Organization

Attention to detail

Client communication

Problem solving

Time management

Tools

Microsoft Office

CRM/ERP systems

Job description

Join a growing, high-end landscape services company dedicated to delivering exceptional craftsmanship and an outstanding client experience. As our Landscape Maintenance Administrative Coordinator, you will serve as a key communication and operational hub between clients, sales teams, project managers, and field crews.

This is a fast-paced, highly collaborative role that requires strong multitasking, organization, urgency, and attention to detail. No two days are the same — this position balances client communication, proposal coordination, scheduling support, accounts receivable follow-up, operational processing, and internal team coordination.

The ideal candidate is proactive, adaptable, tech-savvy, and thrives in an environment where priorities shift quickly and strong follow-through matters. If you enjoy staying busy, solving problems, supporting a team, and creating an exceptional customer experience, this is an excellent opportunity to grow with a company that values professionalism, quality, and long-term relationships.

Responsibilities

• Deliver outstanding customer service by responding to phone and online inquiries promptly and professionally
• Facilitate ongoing communication with prospective and existing clients throughout their service experience
• Prepare and process proposals based on direction from sales and project management teams
• Address client questions regarding scheduling, services, billing, and project status
• Coordinate internal workflows to ensure projects are accurately prepared for scheduling and execution
• Process contracts, work orders, and job information into internal systems with a high level of accuracy
• Assist with billing, accounts receivable follow-up, and general administrative tasks
• Maintain accurate records of client communication, work orders, project progress, and operational documentation
• Support scheduling, dispatching, routing, and seasonal operational coordination as needed
• Identify opportunities to enhance the client experience and support additional service offerings
• Collaborate closely with leadership, project managers, and field teams to support efficient operationsAssist with special projects, process improvements, and departmental organization as needed

What This Role Is Like

This role involves frequent multitasking, shifting priorities, client communication, and coordination across multiple departments. It is ideal for the individual who enjoys staying organized in a busy environment and can maintain professionalism, urgency, and attention to detail while managing a high volume of tasks and interruptions.

Qualifications

• 3+ years of experience in administrative coordination, operations support, customer service, dispatching, inside sales, project coordination, or similar fast-paced service roles
• Experience in landscaping, construction, home services, trades, property management, or other service-based industries strongly preferred
• Proven ability to manage multiple priorities, interruptions, and deadlines simultaneously while maintaining accuracy and professionalism
• Strong organizational skills and exceptional attention to detail
• Excellent written and verbal communication skills with a professional and confident customer service approach
• Comfortable handling client communication regarding scheduling, billing, service concerns, and project coordination
• Strong computer proficiency required, including Microsoft Office, Outlook, and the ability to quickly learn CRM/ERP and scheduling systems
• Ability to think critically, problem solve, and adapt in a fast-moving environment
• Self-motivated with strong follow-through and accountability
• Bilingual English/Spanish skills are a plus
• Ability to commute to Mukwonago, WI 53149 required

Benefits

• 401(k) with company matching
• Health insurance
• Dental insurance
• Vision insurance
• Paid time off
• Employee assistance program