Commercial Tree Care Administrator

Commercial Tree Care Administrator

Moon Valley Nurseries is seeking an organized and detail-oriented Commercial Tree Care Administrator to support our growing Tree Care Division across select markets. This role plays a critical part in ensuring smooth day-to-day operations by managing commercial customer billing, invoicing, accounts receivable support, and communication between customers, Sales, Operations, Finance, and field teams.

The ideal candidate is a proactive problem-solver with strong communication and organizational skills, excellent attention to detail, and the ability to manage multiple priorities in a fast-paced environment. This position requires someone comfortable communicating directly with commercial customers, processing financial transactions, and following up to ensure jobs and billing requirements are completed accurately and on time.

Key Duties and Responsibilities

• Serve as a primary point of contact for commercial customers, providing updates and resolving routine concerns.
• Handle inbound and outbound calls with commercial customers regarding service updates, billing, and account requirements.
• Maintain accurate documentation of customer communications, account details, and service-related issues.
• Escalate customer concerns and service issues to Sales, Operations, or management and assist with follow-up through resolution.
• Communicate professionally with customers to confirm service details and maintain strong customer relationships.

• Process commercial customer invoices accurately and on time based on completed work, purchase orders, pricing, and approved service documentation.
• Review sales and service documentation to confirm PO, pricing, billing, and scope details are accurate prior to invoicing.
• Work with Sales, Operations, and Accounts Receivable to resolve discrepancies and ensure completed work is invoiced timely.
• Support Accounts Receivable by monitoring outstanding balances and following up on outstanding invoices and required documentation.
• Maintain accurate records of invoices, customer accounts, payments, and related documentation.

• Partner with Commercial Sales, Tree Care Operations, Finance, Accounts Receivable, and field teams to ensure jobs move efficiently from intake through billing.
• Ensure customer expectations and billing details are clearly documented and communicated.
• Identify recurring process or billing challenges and communicate improvement opportunities to management.
• Assist with other administrative and operational tasks supporting the Commercial Tree Care Division as needed.

This is not an exhaustive list of responsibilities. We work collaboratively and new responsibilities may be assigned over time.

Qualifications: Knowledge, Skills & Abilities

• 2+ years of administrative, customer service, billing, accounts receivable, or related office experience.
• Proficiency in Microsoft Office Suite (Excel, Outlook, Word) and Google Workspace.
• Strong organizational, multitasking, and problem-solving skills.
• Excellent written and verbal communication skills.
• High attention to detail and accuracy when working with invoices, customer accounts, and financial documentation.
• Ability to manage a high volume of inbound and outbound calls professionally.
• Communicates effectively with customers, field employees, managers, and internal departments.

• Experience in field services, landscaping, tree care, pest control, construction, or a similar service-based environment.
• Experience working with commercial customers, purchase orders, invoicing, or accounts receivable.
• Bilingual in English and Spanish.

High School Diploma or equivalent experience.

While performing the duties of this job, the employee is regularly required to verbally exchange information with colleagues, managers, customers, vendors, and field personnel. The position is primarily office-based but may require occasional movement throughout company facilities and field locations. The employee may be required to sit, stand, walk, bend, reach, and lift or move items weighing up to and over 15 pounds.

Subject to criminal background check (in accordance with applicable fair chance laws, rules, and regulations).

Moon Valley Nurseries is the largest grower of box trees and palms in North America, and is an industry leader and high growth company that offers competitive salaries with exceptional employee benefits including medical insurance, 401(k), holidays, and PTO to all eligible employees. Moon Valley Nurseries is an equal employment opportunity employer and makes hiring and employment decisions without regard to characteristics protected by applicable law. Qualified applicants with criminal histories will be considered in accordance with all applicable state and local fair chance laws. We are a drug-free workplace.