Administrative Operations Coordinator

Turf Doc Landscaping; Randallstown (MD); On-site; USD 45,000 - 50,000; Full time

Job summary

Turf Doc Landscaping in the Baltimore region is seeking an Administrative Operations Coordinator to own administrative operations and the customer experience. This role connects customers with sales, operations, field crews, and accounting to keep projects on track.

You will manage communications, invoicing, deposits, and records, with a clear path toward becoming Client Services Manager and then Administrative Operations Manager as the company grows.

Qualifications

• Highly organized and detail-oriented
• Professional and confident communicating with customers
• Comfortable discussing invoices and outstanding balances
• Able to manage multiple priorities simultaneously
• Proactive and able to solve problems independently
• Accountable and comfortable following up until something is completed
• Comfortable working in a fast-moving small-business environment
• Interested in improving systems and processes
• Able to communicate effectively with office staff, managers, and field employees
• Interested in growing into a leadership position

Responsibilities

• Manage day-to-day customer communication by phone, email, and text
• Coordinate communication between customers, sales, operations, and field teams
• Prepare and send customer invoices accurately and on time
• Monitor accounts receivable and follow up on outstanding balances
• Collect and track project deposits and scheduled payments
• Maintain accurate customer, property, billing, and contract information
• Assist with scheduling and job coordination
• Track customer concerns through resolution
• Maintain commercial client and property-management contact information
• Assist with contract renewals and recurring service agreements
• Support estimators with proposals, documentation, and customer follow-up
• Maintain organized digital records and company documentation
• Help develop and improve administrative systems and processes
• Prepare reports and information for management

Skills

Customer service

Account management

Communication

Multitasking

Problem solving

Leadership potential

Tools

CRM software

QuickBooks

Job description

Turf Doc Landscaping is a growing landscaping and property services company serving residential and commercial customers throughout the Baltimore region.

As we continue to grow, we’re building the systems and leadership team needed to support a larger organization. We’re looking for an organized, proactive professional who can take ownership of our administrative operations and customer experience.

The Position

The Administrative Operations Coordinator serves as a key connection between our customers, sales team, operations team, field crews, and accounting.

This is more than a receptionist or basic administrative assistant position.

You’ll be responsible for helping ensure customers are communicated with, jobs are properly documented, invoices are sent, payments are followed up on, and important information doesn’t fall through the cracks.

For the right person, this position has a clear path toward becoming our Client Services Manager and eventually Administrative Operations Manager.

Key Responsibilities

• Manage day-to-day customer communication by phone, email, and text
• Coordinate communication between customers, sales, operations, and field teams
• Prepare and send customer invoices accurately and on time
• Monitor accounts receivable and follow up on outstanding balances
• Collect and track project deposits and scheduled payments
• Maintain accurate customer, property, billing, and contract information
• Assist with scheduling and job coordination
• Track customer concerns through resolution
• Maintain commercial client and property-management contact information
• Assist with contract renewals and recurring service agreements
• Support estimators with proposals, documentation, and customer follow-up
• Maintain organized digital records and company documentation
• Help develop and improve administrative systems and processes
• Prepare reports and information for management

Who We’re Looking For

• Highly organized and detail-oriented
• Professional and confident communicating with customers
• Comfortable discussing invoices and outstanding balances
• Able to manage multiple priorities simultaneously
• Proactive and able to solve problems independently
• Accountable and comfortable following up until something is completed
• Comfortable working in a fast-moving small-business environment
• Interested in improving systems and processes
• Able to communicate effectively with office staff, managers, and field employees
• Interested in growing into a leadership position

Preferred Experience

• Customer service or account management
• Invoicing and accounts receivable
• Landscaping, construction, home services, or property management
• Scheduling or dispatching field teams
• CRM or field-service management software
• QuickBooks or similar accounting software

What Success Looks Like

• Invoices are accurate and sent consistently
• Outstanding receivables are actively followed up
• Project deposits are collected before work begins
• Customer concerns are documented and resolved
• Sales, operations, accounting, and customers stay aligned
• Management spends less time chasing administrative issues

Compensation & Growth

Salary: $45,000–$50,000 per year, depending on experience and qualifications.

This position is designed to grow with the company.

Growth Path:

Administrative Operations Coordinator

As responsibilities increase and the position develops into a true management role, compensation will be reviewed accordingly.