Administrative Support Coordinator - Landscape/Maintenance Company

Job Description

Job Description

Job Title: Bilingual (English/Spanish) Administrative Support Coordinator

Status: Regular full-time hourly non-exempt on site, benefits eligible

Company: Elite Grounds, LLC (a division of Stratton Landscape Group, LLC)

Location: Pleasant Grove, Utah

Introduction to Elite Grounds, LLC

Elite Grounds began more than four decades ago as a small, family-run operation built on the simple belief that quality work, accountability, and genuine relationships create lasting success. What started with a few lawns and a handful of clients has grown into one of Utah’s leading full-service landscape maintenance companies.

As we continue to grow, we need like-minded, like-hearted and talented indivdiuals commited to growing personally and professionally through accountability, perseverance, and "caring how we get there" (integrity) - if this sounds like a place where you can make a contribution, please keep reading!

Role Summary

The administrative support specialist (ASC) provides essential operational and clerical support for a well established, successful and growing commercial landscaping (grounds) maintenance company headquartered in Pleasant Grove, UT. This role routinely interacts with clients, field crews, management, and vendors for two locations (Pleasant Grove, Utah and St. Geroge, Utah). The ideal candidate is organized, proactive, technologically adept, and comfortable working in a fast-paced environment supporting both office and field‑related needs.

Key Responsibilities

-drafts emails, initiates texts, makes phone calls

-responds to emails, texts, and phone calls

-provides updates to clients regarding schedules (project timelines), services, & estimates

-creates, updates, and tracks work orders, service tickets, and job progress

-assists with employee onboarding, timekeeping, and records management

-manages inventories (supplies for office, breakroom, restrooms, etc.)

-prepares invoices, processes payments, and assists with accounts receivable follow‑up

-resolves client concerns professionally and escalates as required

-orders materials, tracks deliveries, and maintains vendor relationships

Required Skills & Qualifications

-serves as first point of contact for clients, vendors, and staff, providing exceptional customer service through phone, email, and in-person interactions

-coordinates calendaring of appointments, meetings, and landscape projects

-assists in preparation of contracts, proposals, and reports, ensuring accuracy and timely completion

-maintains and organizes office files, records, and documentation according to company practices

-supports accounting and budgeting processes, including invoicing and expense tracking

-coordinates logistics for staff meetings, training sessions, and company events

-assists with the procurement of office supplies and equipment, ensuring resources are available as needed-collaborates with all team members (office staff, construction, & maintenance) to optimize project workflows and to assist in problem-solving

-demonstrates clear, friendly, and professional communication with clients and employees

-quickly learns to use company specific technology (training will be provided)

-troubleshoots scheduling conflicts, client issues, and operational challenges

-prior experience in client facing role in landscape construction/maintenance industry desirable

-basic knowledge of accounts receivable and bookkeeping

-Google Workspace, Microsoft Suite, etc.

-maintains confidentiality, exercises judgment, descretion, and common sense

-multitasking, attention to detail, and effective communication skills

Physical & Work Environment Requirements

-ability to work on-site in a fast‑paced office

-occasional outdoor interaction with crews or clients

-standard office equipment use (computer, software, phone, copier)

What We Offer

-a values driven organization poised for continued growth and success

-competitive starting hourly wage ($20 to $30 per hour DOE)

-benefits (paid holidays, paid vacation, health, vision, and dental benefits)

-opportunities for professional and personal growth

-a supportive and inclusive work environment