Administrative & Project Coordinator

Clean Scapes; San Antonio (TX); On-site; USD 26,000 - 33,000; Full time

Job summary

Clean Scapes in San Antonio, TX is seeking an Ancillary Services Administrator to keep operations running smoothly across our commercial landscaping division. The role focuses on administrative functions, project coordination, and providing direct support to department leadership.

You will handle scheduling, data entry, record keeping, timekeeping and payroll support, and maintain accurate project documents.

Qualifications

• 1+ years of experience in an administrative assistant, office support, or similar administrative role preferred.
• Strong organizational skills - able to manage multiple tasks, deadlines, and priorities effectively
• Attention to detail - high degree of accuracy in all administrative and coordination work
• Excellent communication skills - able to interact clearly and professionally with team members at all levels
• Technical aptitude - comfortable with Microsoft Office Suite (Excel, Word, Outlook) and scheduling/database tools
• Proactive mindset - able to anticipate needs, suggest solutions, and prevent issues before they arise

Responsibilities

• Handle daily administrative tasks including scheduling, data entry, document preparation, and file management
• Support department leadership with general office tasks and coordination need
• Maintain and update project documentation to ensure accuracy and accessibility
• Maintain organized records of schedules, service logs, and project details
• Track inventory, supplies, and materials as needed for the department
• Collect, review, and audit employee timecards to ensure accurate labor allocation, job costing, and payroll processing.
• Follow up with supervisors and crew leaders to resolve timekeeping discrepancies, missing punches, and incorrect labor allocations.
• Auditing daily crew hours and resolving punch errors or missing timecards with foremen.
• Monitoring mobile, GPS, or clock-in systems across multiple dispersed job sites.
• Maintain employee time and attendance records in Miter and partner with Payroll to ensure deadlines are met.

Skills

Organizational skills

Attention to detail

Communication

Proactivity

Tools

Excel

Word

Outlook

Scheduling tools

Job description

Clean Scapes in San Antonio, TX is seeking an Ancillary Services Administrator to keep operations running smoothly across our commercial landscaping division. The role focuses on administrative functions, project coordination, and providing direct support to department leadership.

You will handle scheduling, data entry, record keeping, timekeeping and payroll support, and maintain accurate project documents.