Branch Coordinator – Landscape Maintenance

Cornerstone Tree Farm•Valrico, FL

2d•Onsite

About The Position

The Branch Coordinator provides administrative, operational, and customer support for the Landscape Maintenance branch. This position serves as a central point of coordination between branch leadership, Account Managers, Production Managers, field teams, customers, vendors, and corporate support departments. The Branch Coordinator is responsible for helping ensure that information flows accurately and efficiently throughout the branch, work is properly documented, customer and employee requests are followed through to completion, and administrative processes support the branch's operational and financial goals. The successful candidate is highly organized, responsive, detail-oriented, comfortable working in a fast-paced service environment, and capable of managing multiple priorities while maintaining a high level of accuracy and professionalism.

Requirements

2+ years of administrative, operations coordination, customer service, or office management experience preferred.
Experience within commercial landscaping, construction, property management, facilities services, or another field-service industry preferred.
Strong organizational and time-management skills.
Excellent written and verbal communication skills.
Strong attention to detail and commitment to accuracy.
Ability to manage multiple priorities in a fast-paced environment.
Professional and customer-focused communication style.
Comfortable communicating with customers, field employees, managers, vendors, and executives.
Strong working knowledge of Microsoft Outlook, Excel, Word, and Teams.
Experience with CRM, ERP, field-service, or accounting systems preferred.
Ability to learn new technology and operating systems quickly.

Responsibilities

Provide daily administrative support to branch leadership, Account Managers, Production Managers, and field operations.
Assist with scheduling, work orders, service requests, and operational documentation.
Maintain accurate customer, property, contract, and service information within company systems.
Assist with preparing reports, meeting materials, customer information, and operational documents.
Track outstanding action items and help ensure commitments are completed by the appropriate team member.
Coordinate communication between field operations and office personnel.
Support branch meetings by preparing information, documenting action items, and assisting with follow-up.
Maintain organized electronic and physical branch records.
Serve as a professional point of contact for customers when Account Managers or operational leaders are unavailable.
Receive and document customer questions, concerns, and service requests and route them to the appropriate team member.
Track open customer requests to help ensure timely resolution.
Assist Account Managers with customer reports, proposals, service documentation, and correspondence.
Maintain accurate customer contact and property information.
Help ensure customers receive timely communication regarding scheduled services, additional work, irrigation issues, enhancement projects, or other service-related matters.
Assist Account Managers and branch leadership with accurate and timely billing documentation.
Review completed work and supporting documentation to help ensure services are ready for invoicing.
Assist with purchase orders, receipts, vendor invoices, and expense documentation.
Coordinate with Accounting regarding billing questions, credits, purchase orders, and other branch financial matters.
Track outstanding documentation that could delay customer invoicing.
Assist with monitoring accounts receivable and communicating outstanding customer issues to Account Managers and branch leadership.
Maintain accurate records for enhancement, irrigation, and additional-service work.
Assist with purchase orders and branch purchasing processes.
Coordinate with approved vendors regarding materials, deliveries, invoices, and documentation.
Maintain vendor records and assist with resolving invoice discrepancies.
Help ensure purchases are properly assigned to the correct customer, property, department, or job.
Assist branch leadership with tracking branch supplies and administrative inventory.
Assist field employees with administrative questions and direct them to the appropriate resource when necessary.
Coordinate with Human Resources regarding onboarding paperwork, employee documentation, uniforms, company property, and other administrative requirements.
Assist with new-hire onboarding and branch orientation.
Maintain required branch employee records and documentation.
Assist with timekeeping and payroll documentation by identifying missing or incomplete information and communicating discrepancies to appropriate managers.
Support the coordination of safety meetings, training documentation, certifications, and other required records.
Maintain accurate information within company operating, CRM, accounting, and communication systems.
Ensure customer properties, contracts, contacts, work orders, and related information are properly entered and updated.
Assist managers with retrieving operational and financial information.
Identify incomplete or inaccurate information and work with the appropriate team member to correct it.
Help maintain consistency in branch administrative processes and documentation.