Administrative Coordinator - Office Operations

Job Description

Job Description

Administrative Operations Coordinator

Accounting • HR • Customer Service • Office Systems • Inventory
Full-Time | On-Site, not remote | Pleasant Gap, PA

We believe excellent companies are built by people who take responsibility, support each other, continue developing professionally, and care about producing excellent outcomes for customers and teammates.

If you are organized, personable, technologically capable, and the kind of person who naturally says “I'll figure it out” rather than waiting for someone else to solve the problem, we'd like to hear from you.

Cutting Edge Tree Professionals is looking for a sharp, dependable Office & Operations Coordinator who enjoys solving problems, keeping important details organized, and taking ownership of work from start to finish.

This is a great opportunity for someone who has outgrown a basic administrative-assistant role and wants more responsibility, variety, and room to grow.

You will become a key person behind the scenes of a growing tree-care company—helping keep customer payments moving, new employees properly onboarded, important registrations and renewals on track, office systems organized, and recurring administrative work from falling through the cracks.

Some of the work is routine and needs to be completed accurately every time.

Other assignments may start with:

“We need to get this done. Can you figure out what is required and take care of it?”

We are looking for someone who likes that kind of challenge.

What You'll Be Responsible For

Customer Billing, Payments & Collections

You'll help keep our administrative cash flow moving by:

• Sending customer invoices promptly and accurately
• Following up on overdue balances
• Making professional collection calls
• Documenting payment commitments and next steps
• Taking customer payments over the phone and in the office
• Processing checks and deposits
• Keeping accounts-receivable information organized and current

You should be comfortable having polite but direct conversations about money.

Employee Onboarding & HR Administration

You'll help create an organized experience for employees by:

• Coordinating new-hire paperwork and onboarding requirements
• Communicating deadlines and next steps with new employees
• Making sure required documentation is completed before start dates
• Helping maintain employee records
• Assisting with PTO, benefits, payroll-related administration, and certifications
• Coordinating administrative offboarding tasks
• Tracking employee licenses and certifications before they expire

You do not need to be an HR expert. You do need to be organized, confidential, professional, and willing to learn.

Administrative Operations & Compliance

You'll take ownership of recurring administrative requirements such as:

• Business licenses and renewals
• Insurance documentation
• Vendor and subcontractor paperwork
• Company registrations
• Event and career-fair registrations
• Certifications
• Audits and recurring reports
• Government, insurance, supplier, and other online portals

Sometimes there will already be a documented process.

Sometimes you'll need to research the requirements yourself, determine what information is needed, and move the process forward.

Office Systems & Technology

You'll work with several digital systems and should be comfortable learning new software.

Responsibilities may include:

• Moving information accurately between systems
• Maintaining recurring trackers and administrative records
• Monitoring established Zapier automations and recognizing when something stops working
• Performing basic troubleshooting of existing workflows
• Using AI tools to research, organize information, draft communications, and work more efficiently
• Verifying important information instead of blindly trusting an AI-generated answer
• Helping keep company records accurate and easy to find

You do not need to be a programmer or automation developer.

Customer & Office Support

You'll also help keep the physical office running smoothly by:

• Answering phones professionally and helping customers
• Greeting office visitors
• Receiving customer payments
• Processing and distributing mail
• Handling routine shipping and returns
• Keeping office and employee supplies stocked
• Noticing practical office needs and addressing them before they become problems

What We're Really Looking For

We can teach you our software and procedures.

The harder things to teach are ownership, urgency, judgment, resourcefulness, and follow-through.

The right person doesn't immediately stop when they encounter something unfamiliar.

Instead, they:

• Figure out what outcome is needed
• Look for existing instructions or examples
• Research the issue
• Use available tools and resources
• Make progress on what they can control
• Ask focused questions when a decision is genuinely needed
• Follow through until the task is actually complete

You don't need to know everything.

You do need to be good at figuring things out .

You'll Probably Be a Strong Fit If You

• Have experience in office administration, administrative coordination, AR/AP support, HR administration, bookkeeping support, customer service, or a similar role
• Are comfortable learning unfamiliar software and online systems
• Communicate confidently and professionally by phone
• Can handle collection conversations without becoming uncomfortable or confrontational
• Are highly organized and good at tracking deadlines
• Work with urgency without becoming careless
• Notice when something doesn't look right
• Can research unfamiliar processes independently
• Are comfortable using spreadsheets and web-based business software
• Have good judgment with confidential employee, customer, and financial information
• Naturally follow up when you are waiting on someone else
• Like finishing things and closing loops

Experience with Google Workspace, Smartsheet, accounting or payroll software, CRM/job-management systems, Zapier, or AI tools is helpful—but experience with every system we use is not required .

What Success Looks Like

After you've settled into the role:

Customers receive invoices and payment help promptly.

Overdue accounts receive consistent follow-up.

New employees know exactly what paperwork they need to complete.

Renewals don't unexpectedly expire.

Recurring administrative work happens without management repeatedly reminding someone.

Company records are organized and trustworthy.

Existing systems and automations are monitored.

Important details stop falling through the cracks.

And when an unfamiliar administrative problem comes up, the rest of the team gains confidence knowing that someone capable now owns it.

Room to Grow

Cutting Edge is growing, and we want this position to grow with the company.

A strong performer can take on increasing ownership of administrative systems, HR administration, financial processes, compliance, and office operations over time.

For the right person, this role can develop well beyond traditional administrative work and toward broader office operations or business operations leadership .

We reward people who increase their capabilities, take ownership, improve systems, and create measurable value for the company.

About Cutting Edge Tree Professionals

Cutting Edge Tree Professionals is a growing professional tree-care company serving Central Pennsylvania.

Our mission is to:

Redefine the boundaries of excellence in urban and community forestry.

Our core values are:

• Integrity
• Teamwork
• Mental Toughness
• Excellence
• Growth Mindset

\nCompany Description

Apply today to join our winning team! Join our elite team of professionals who strive towards Teamwork, Integrity, and Excellence in our profession every day. Cutting Edge is a local, Christian company located in central Pennsylvania, in the college town of Penn State University.

Company Description

Apply today to join our winning team! Join our elite team of professionals who strive towards Teamwork, Integrity, and Excellence in our profession every day. Cutting Edge is a local, Christian company located in central Pennsylvania, in the college town of Penn State University.