Operations & Administrative Coordinator - 62229062704

• Location: Remote 
• Employment type: Full-time
• Working hours: Significant daily overlap with U.S. Pacific Time (PST) required
• Engagement: Full Time, IC

We are a well-established U.S.-based commercial landscaping company serving HOAs, apartment communities, commercial properties, and municipalities across Northern California and Nevada. With more than 40 years in business and operating under new ownership since 2024, the company pairs decades of field expertise with modern systems and a partnership-driven service model.

Our team of roughly 37 professionals is known for proactive communication, detailed reporting, and treating clients as long-term partners rather than accounts. As we continue to optimize and scale operations, we are investing in strong back-office talent to support our leadership team.

This role owns the operational and administrative backbone that keeps the business running day to day. It was previously handled internally and is being filled with a long-term hire — someone who can absorb meaningful onboarding, grow into the seat, and stay for several years.

This is not a task-taker position. Leadership is looking for a sharp, independent operator who can manage recurring finance-admin, work-order tracking, and internal systems (particularly Notion) with minimal hand-holding — and who proactively surfaces problems and brings solutions rather than waiting for direction.

• Manage day-to-day invoicing with accuracy and consistency
• Review and code receipts (supported by existing AI automation) and handle light entry in QuickBooks
• Track accounts receivable and follow up on outstanding balances, primarily by email and occasionally by phone

• Monitor open work orders and follow up on outstanding items in coordination with supervisors and managers
• Support scheduling and help keep operational tasks moving to completion
• Act as a dependable back-office point of contact for the leadership team

• Own and maintain interrelated Notion databases — keeping them clean, organized, and genuinely useful
• Identify inefficiencies and build or improve processes to help optimize operations
• Support HR and onboarding administration as needed

• 2+ years in an operations, administrative, or business-support role
• Financially literate and comfortable navigating QuickBooks independently
• Strong organizational skills and high attention to detail
• Excellent written English
• Reliable daily overlap with Pacific Time working hours

• Spanish fluency — much of the field workforce is Spanish-speaking, which is helpful for HR, onboarding, and internal communication
• Hands-on Notion experience, especially with relational or interrelated databases
• Experience supporting a small business or a service/field-operations company
• Comfort with modern tools and light automation

You are:

• Highly organized and proactive — you spot problems and bring solutions instead of waiting to be told what to do
• Independent — you can own recurring work and make sound judgment calls without close supervision
• Practical and technical at once — you enjoy getting into the weeds of a messy Notion workspace and solving the puzzle
• Financially literate — comfortable with invoicing, AR, and QuickBooks without needing to be a full bookkeeper
• A clear communicator — professional and concise in writing
• Looking for a long-term home — you want to grow with a business, not fill a gap