Administrative Operations Coordinator

Job Description

Job Description

About Texas Fireman:

Texas Fireman is a locally owned, family-operated group of companies serving North Texas through multiple seasonal service lines, including lawn & landscape maintenance, holiday lighting installation, lighting product distribution, and retail fireworks operations .

We pride ourselves on reliability, professionalism, and high-quality service and products across every division. As we continue to grow, we’re looking for a highly organized, proactive Administrative Operations Manager to help streamline operations and support day-to-day business functions.

Overview:

We are seeking a highly organized and detail-oriented individual to join our Texas Fireman team. This role is essential in providing administrative support to ensure smooth daily operations, effective communication, and excellent customer service. The ideal candidate will assist with customer relations, office & warehouse coordination while supporting field operations.

Key Responsibilities:

Client Communication & Scheduling

• Answer and respond to phone calls, emails, texts, and inquiries promptly and professionally.
• Schedule appointments and estimates for new and existing clients.
• Provide courteous and accurate information about our services to clients.
• Accurate client data entry.

Scheduling & Dispatch

• Coordinate daily job schedules and routes for crews.
• Communicate any changes or updates to the owner and crew leaders.
• Track job progress and handle last-minute scheduling adjustments.

Administrative & Office Management

• Maintain office supplies, equipment, and overall organization.
• Organize and coordinate appointments, estimates and jobs booked.
• HR, Employee onboarding and paperwork.

Sales & Marketing Support

• Assist in creating and sending proposals or estimates.
• Track leads from social media, email inquiries, or phone calls and input them into our CRM system.
• Assist with social media posts, email campaigns, and other marketing activities.
• Assist at TXF Light Source and/or Texas Fireman Fireworks during seasonal times.

Collaborative Team Support

• Work closely with the owner and other team members to streamline operations and contribute to the company’s success.
• Ability to physically lift up to 50 lbs.

Preferred Qualifications:

• Previous experience in an administrative or office support role, preferably in the landscaping, construction, or service industry.
• Strong organizational and multitasking skills with excellent attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Experience with CRM software.
• Experience with POS software.
• Experience with Social Media, Canva and ChatGPT.
• Excellent verbal and written communication skills, with a customer service-oriented approach.
• Ability to work independently and problem-solve in a fast-paced environment.
• Familiarity with landscape and Christmas/permanent lighting materials, equipment, and industry terminology is a plus.
• Ability to effectively coordinate with field teams and manage work assignments.
• Strong time management skills to prioritize tasks efficiently.
• A proactive and adaptable mindset to handle evolving business needs.
• Bilingual (Spanish) is a huge plus.