Client Services & Office Coordinator

Position Summary:

The Client Services & Office Coordinator serves as the primary point of contact for clients, vendors, and visitors while supporting the day-to-day administrative operations of the company. As the face and voice of the organization, this role is responsible for delivering exceptional customer service, managing communications, coordinating schedules, maintaining records, and providing administrative support to ensure efficient office operations.

In our small business environment, every team member wears multiple hats and contributes wherever needed. The successful candidate will be comfortable balancing customer service, administrative responsibilities, and special projects in a fast-paced setting where priorities may shift due to weather conditions, customer needs, seasonal demands, and business growth. This position requires flexibility, initiative, strong organizational skills, and a commitment to creating a positive experience for every customer interaction.

Responsibilities:

1. Customer Service

· Serve as the primary point of contact for clients, vendors, and visitors;

· Answer incoming calls and greet walk-in visitors in a professional, friendly, and helpful manner;

· Respond to customer inquiries and direct requests to the appropriate team member;

· Monitor voicemail, email and other communication channels to ensure timely follow-up;

· Assist with project updates, scheduling changes, and other important information to clients as needed;

· Help maintain a positive customer experience and address concerns with professionalism and urgency;

· Build and maintain positive relationships with clients, vendors, and business partners.







 

2. Administrative Support

· Manage incoming mail, deliveries and correspondence;

· Organize and maintain paper and electronic filing systems;

· Maintain office organization and administrative systems;

· Order and manage office supplies;

· Scan, copy, and distribute documents as needed;

· Match invoices, receipts, and vendor purchases to packing slips;

· Coordinate office and facility repairs, maintenance, and service providers, including plumbers, electricians, HVAC contractors, cleaning services, etc.

3. Team Culture and Company Support

· Assist with planning company events, employee appreciation activities, team gatherings, and holiday celebrations;

· Support owners and managers with special projects and company initiatives;

· Continuously identify opportunities to improve office processes and efficiencies;

· Anticipate business needs and proactively take action to support company goals;

· Adapt to changing priorities and provide support wherever needed;

· Perform other duties as assigned. 







 

Qualifications:

· High school diploma or equivalent required;

· Previous customer service, receptionist or administrative experience preferred;

· Excellent communication and interpersonal skills;

· Strong organizational and multi-tasking abilities;

· Adaptable and proactive;

· Proficiency in Microsoft Office (Word, Excel, Outlook);

· Ability to work independently and exercise sound judgement;

· Professional appearance and positive attitude. 
. Spanish language skills are a plus.

Environment

The successful Client Services & Office Coordinator is welcoming, organized, resourceful, and proactive. They take ownership of their responsibilities, communicate effectively with clients and team members, and help create a positive experience for everyone who interacts with the company.

This position is primarily based in a professional office environment supporting landscape operations – occasional visits to vendor locations or client sites may be required. Workload and priorities may fluctuate seasonally, requiring flexibility and the ability to adjust plans quickly. As a small business, teamwork, initiative, and a willingness to assist across departments are essential to success.

Disclaimer

This job description is designed to provide a general overview of the requirements of the job and does not entail a comprehensive listing of all activities, duties or responsibilities that will be required. MJ Design reserves the right to modify this job description at any time; including assigning or reassigning job duties or deleting this position at any time.