Receptionist

Father Nature Landscapes•Birmingham, AL

12d•Onsite

About The Position

Father Nature Landscapes seeks a kind, dependable, and highly organized Receptionist to serve as the face and voice of our company. This role is critical to the daily rhythm of our business, creating an exceptional first impression for clients, vendors, and guests while supporting internal teams through accurate administrative work, scheduling, and office coordination. The ideal candidate is enthusiastic, kind, and professional, able to smile over the phone, and comfortable managing both slow, quiet days and fast‑paced, high‑volume moments. This person is a self‑starter who takes initiative, guards the flow of the office, and understands the importance of being present in‑office every day.

Requirements

Warm, friendly, and professional presence—both in person and on the phone
High emotional intelligence (EQ) with the ability to read situations and people well
Strong customer service mindset with the ability to manage stress and de-escalate conflict
Excellent written and verbal communication skills
Highly organized with strong attention to detail and administrative accuracy
Ability to multitask, prioritize, and manage fluctuating workloads
Self-starter who takes initiative and does not require constant direction
Comfortable working independently while also collaborating closely with a team
Adaptable, proactive, and solutions-oriented
Experience with Google Workspace (Gmail, Calendar, Docs) and/or Microsoft Office
Familiarity with office equipment (phones, printers, scanners)
Comfortable supporting invoicing, applying payments, and coordinating Accounts Receivable (though not responsible for troubleshooting or reconciling)
Experience with Quickbooks or a strong willingness and aptitude to learn
Prior receptionist, administrative, or office coordination experience (1 year required)
Comfortable working fully in-office, Monday–Friday

Responsibilities

Warmly welcome all guests, ensuring the office feels professional, calm, and hospitable
Answer and route all incoming calls using a multi-line phone system with accuracy, speed, and a positive, professional tone
Provide clear, basic information to callers and visitors; escalate sensitive or complex matters to the appropriate team member
De-escalate and appropriately route any occasional difficult or confrontational calls from clients or vendors with composure and professionalism
Act as a gatekeeper for the team, protecting productivity by managing interruptions and communicating urgency appropriately
Maintain a clean, organized, and presentation-ready office environment at all times
Coordinate with team members to ensure shared spaces are tidy, stocked, and welcoming
Manage incoming deliveries (plants, materials, packages) and communicate arrivals to the appropriate teams
Receive, sort, and distribute mail and deliveries
Order office supplies, maintain inventory, and keep work areas organized
Support company events and internal initiatives as needed
Provide administrative support across the organization, including: Managing calendars and scheduling meetings, Scheduling client-facing appointments such as design consultations and service-related meetings, Sending calendar invites and coordinating availability via email
Serve as a reliable point of coordination between clients, project managers, and internal teams
Prepare, send, and track contracts via DocuSign
Ensure contracts align correctly with projects and records in QuickBooks
Open projects in QuickBooks once contracts are signed and request required deposits
Generate invoices and payment requests for deposits, progress draws, and final billing
Apply payments and deposits accurately in QuickBooks
Support Accounts Receivable by sending statements, flagging overdue items, and following established scripts
Coordinate AR communication while escalating issues to project managers or leadership as needed
Take initiative with the daily flow of the office, identifying needs and providing solutions without being asked
Stay productive and helpful during slower periods by organizing systems, improving processes, or supporting other teams
Manage fast-paced, high-volume days with calm efficiency and attention to detail
Balance independence with collaboration—working confidently on your own while supporting a busy team
Demonstrate a positive attitude and willingness to assist with administrative needs across Father Nature Landscapes and, at times, our sister companies when support is needed