Office & Operations Coordinator | $18-20/hr

The Grounds Guys, a Neighborly Company; San Antonio (TX); On-site; USD 25,000 - 28,000; Full time

Job summary

The Grounds Guys of Northwest San Antonio is seeking an organized, dependable office and operations assistant to support our growing landscaping business. This role goes beyond a typical receptionist, helping with processes, marketing support and project ownership.

You will organize recurring tasks, help document procedures, assist with campaigns and manage customer communications. A college degree is not required, and there is potential for growth as the company expands.

Qualifications

• Must be highly organized, dependable and able to manage multiple tasks.
• Comfortable learning new software and systems.
• Able to work independently with minimal supervision.
• Strong written communication and attention to detail.

Responsibilities

• Office & Operations Support: organize recurring tasks, create checklists, document processes, research vendors and software, help implement decisions, maintain records, move projects forward, improve efficiency.
• Marketing Support: create and schedule posts, assist with emails and campaigns, manage customer campaigns, collect project photos, support promotions and referrals, track activity.
• Quality Control & Customer Support: maintain quality-control for recurring maintenance, track inspections, document concerns, coordinate with field team, ensure issues are resolved.
• Customer & Administrative Support: answer inquiries, gather lead information, assist scheduling, maintain records, follow up on estimates and needs, provide general admin support.
• Projects You May Help With: improve business operations, organize phone/setup, routing, onboarding, templates and checklists, review campaigns.
• About the role: growth of a small business, evolving responsibilities, opportunity to grow as company expands.

Skills

Organized

Independent worker

Attention to detail

Written communication

Multitasking

Research skills

Job description

The Grounds Guys of Northwest San Antonio is looking for an organized, dependable and resourceful person to support our growing landscaping business.

This is not just a receptionist or customer service position. We are looking for someone who can help keep the office organized, support marketing efforts, improve recurring processes and take ownership of assigned projects.

If you are the kind of person who likes creating order, learning new systems, figuring things out and making sure tasks actually get completed, this could be a great fit.

Pay

$18.00-$20.00 per hour, based on experience and demonstrated ability.

What You'll Do

Office & Operations Support

• Help organize recurring office tasks and workflows
• Create and maintain simple checklists, procedures and process documentation
• Research vendors, software and business solutions when needed
• Help compare options and assist with implementation after decisions are made
• Maintain organized records, files and recurring administrative tasks
• Help keep projects moving and follow up on open items
• Identify opportunities to make routine office processes more efficient

Marketing Support

• Create and schedule Facebook and Instagram posts
• Assist with email and text marketing campaigns
• Help manage customer campaigns through platforms such as Broadly
• Collect and organize project photos for marketing use
• Support seasonal promotions and customer outreach
• Help with review and referral campaigns
• Track basic campaign activity and responses

This position will support and execute marketing efforts. Overall marketing strategy and advertising decisions will remain with company leadership.

Quality Control & Customer Support

• Help maintain a quality-control process for recurring maintenance customers
• Track property inspections and follow-up items
• Help document customer concerns and service issues
• Coordinate follow-up between the office and field team
• Assist with making sure customer issues are resolved and closed out

Customer & Administrative Support

• Answer or return customer calls, texts and emails as needed
• Gather basic information from new leads
• Assist with scheduling and customer follow-up
• Maintain accurate customer and job records
• Help follow up on estimates and recurring customer needs
• Provide general office and administrative support

Projects You May Help With

This role will also assist with projects designed to improve how the business operates.

Examples may include:

• Researching phone providers and helping improve our company phone setup
• Assisting with call routing and call-center settings
• Helping create a consistent maintenance quality-control process
• Organizing customer follow-up procedures
• Improving customer onboarding and recurring service processes
• Creating templates, checklists and procedures for recurring office tasks
• Helping organize review and referral campaigns

You are not expected to already know how to do all of these things. We are looking for someone who is comfortable researching unfamiliar topics, asking questions, comparing options and helping implement practical solutions.

What We're Looking For

The right person will be:

• Highly organized and dependable
• Comfortable working independently once given direction
• Able to follow through without constant reminders
• Resourceful and willing to research unfamiliar topics
• Comfortable learning new software and systems
• Able to manage multiple tasks and priorities
• A strong written communicator
• Detail-oriented
• Comfortable making recommendations and asking questions
• Willing to take ownership of assigned responsibilities
• Flexible and comfortable working in a growing small business

A college degree is not required.

Previous experience in office administration, project coordination, marketing support, customer service or a small-business environment is helpful, but we value organization, initiative and capability just as much as a specific background.

About the Role

The Grounds Guys of Northwest San Antonio is a growing, locally owned landscaping company.

Currently, the owners handle most of the office, administrative, marketing and operational responsibilities. This position will help take over many of those recurring tasks while also helping us create better systems as the company grows.

Because this is a new position, the exact responsibilities may evolve over time based on the needs of the business and the strengths of the person in the role.

There is opportunity for the position to grow in responsibility as the company grows.

Schedule

• Monday-Friday
• Full-time position
• Exact daily schedule can be discussed during the interview

About Us

The Grounds Guys of Northwest San Antonio provides professional landscape maintenance and installation services for residential and commercial customers throughout Northwest San Antonio.

We are a locally owned and operated business focused on quality work, strong customer relationships and building a company with organized systems and dependable people.

If you enjoy creating order, solving problems, learning new things and helping a small business run more efficiently, we'd love to hear from you.