Office Manager / Scheduler

Job Description

Job Description

We are looking for a highly organized, dependable, and computer-savvy Office Manager / Scheduling Coordinator to help manage the day-to-day operations of a busy landscaping company.

This position will focus heavily on scheduling crews, coordinating jobs, communicating with customers and field employees, and keeping office operations organized . The ideal candidate is comfortable managing multiple priorities, working with scheduling software, solving problems quickly, and keeping projects moving efficiently.

Experience in landscaping, lawn care, construction, property maintenance, or another field-service industry is strongly preferred. Bilingual English/Spanish skills are a plus .

Key Responsibilities

• Manage daily and weekly schedules for crews, service calls, installations, and ongoing projects.
• Coordinate scheduling changes, cancellations, weather delays, employee availability, and customer requests.
• Use company scheduling and management software to create, update, and monitor job schedules.
• Communicate daily schedules and changes to field employees, supervisors, customers, and vendors.
• Monitor jobs to ensure crews have the information, materials, and resources needed to complete their work.
• Help identify scheduling conflicts and resolve issues before they affect customers or field operations.
• Maintain accurate customer, job, employee, and scheduling records.
• Answer phones, respond to emails, and assist customers with questions, scheduling, and general requests.
• Assist with invoicing, timekeeping, purchase orders, documentation, and other administrative tasks as needed.
• Organize office files, records, permits, work orders, and other business documentation.
• Assist management with reports, data entry, employee records, and general office administration.
• Help establish and improve office procedures to make scheduling and day-to-day operations more efficient.
• Serve as a central point of communication between the office, field crews, customers, and management.

Qualifications

• Previous experience in office management, scheduling, administrative coordination, or a similar role .
• Strong organizational skills and exceptional attention to detail.
• Comfortable managing multiple schedules, priorities, and last-minute changes.
• Strong computer skills and the ability to quickly learn and navigate scheduling and business-management software.
• Experience using scheduling, CRM, field-service, or project-management software is preferred.
• Landscaping, lawn care, construction, irrigation, property maintenance, or other field-service experience is a strong plus.
• Bilingual English/Spanish communication skills are preferred.
• Strong verbal and written communication skills.
• Professional and comfortable communicating with customers, employees, vendors, and subcontractors.
• Ability to work independently, make decisions, and solve problems without constant supervision.
• Reliable, proactive, and comfortable working in a fast-paced office environment.
• Previous experience coordinating field crews or service technicians is highly preferred.