Customer Service Specialist & Office Administrator

Job Description

Job Description

Customer Service Specialist & Office Administrator

Help Deliver Exceptional Customer Service with One of Northern Virginia's Most Respected Landscape Firms

For over 81 years, Campbell & Ferrara has been recognized throughout Northern Virginia for exceptional craftsmanship, thoughtful landscape design, and outstanding customer service. We create beautiful outdoor living environments that enhance our clients' homes and lifestyles.

We are seeking a highly organized, professional, and customer-focused individual to join our team as a Customer Service Specialist & Office Administrator .

This role is ideal for someone who enjoys helping clients, staying organized, coordinating information across multiple teams, and ensuring that both customers and employees receive exceptional support every day.

Why This Position Matters

At Campbell & Ferrara, we believe exceptional landscapes begin with exceptional service.

As the first point of contact for many clients, you will play a critical role in creating a positive customer experience while supporting the daily operations. Your ability to communicate effectively, maintain accurate records, manage multiple priorities, and support our designers and production teams will contribute directly to our continued success.

What You'll Do

Customer Service & Client Communications

• Serve as the primary point of contact for clients

• Answer incoming calls and respond to customer inquiries professionally and promptly

• Monitor department email and voicemail communications

• Provide exceptional customer service and create positive client experiences

• Qualify, assign, schedule, and communicate new landscape leads

• Maintain accurate customer records and communication logs in company software systems

• Coordinate communication between clients, designers, production teams, and management

• Prepare and distribute weekly lead reports

Lead Management & Production Support

• Create and organize lead and job folders

• Prepare job production packets for designers and production teams

• Assist with maintaining production schedules and job documentation

• Coordinate utility location requests for sold jobs

• Ensure project records and production information remain accurate and up to date

Administrative & Office Support

• Welcome visitors, applicants, and deliveries

• Support daily office operations and administrative functions

• Assist management and design staff with administrative projects and communications

• Order uniforms, office supplies, and other materials as needed

• Coordinate company events, meetings, and staff functions

• Manage outgoing and incoming mail

• Maintain office records and documentation systems

Accounts Receivable Support

• Assist with invoicing and payment processing

• Record customer payments and maintain accurate documentation

• Support contract administration and customer communications

• Coordinate customer surveys and project closeout documentation

What We're Looking For

Required Qualifications

• Minimum 3 years of experience in customer service, administrative support, office administration, or related roles

• Outstanding communication and interpersonal skills

• Strong organizational and time-management abilities

• Ability to manage multiple priorities in a fast-paced environment

• Strong attention to detail and accuracy

• Professional phone and email communication skills

• Proficiency with Microsoft Office applications

• Positive attitude and team-oriented mindset

Preferred Qualifications

• Experience in landscaping, construction, home services, or a related industry

• Experience with CRM, ERP, or business management software

• Experience with QuickBooks or accounts receivable functions

• Experience supporting multiple departments or project teams

The Ideal Candidate

You are:

• Passionate about helping people

• Friendly, professional, and approachable

• Highly organized and detail-oriented

• A strong communicator who enjoys building relationships

• Comfortable managing multiple priorities

• Dependable and proactive

• Committed to delivering exceptional customer service

• Able to maintain confidentiality and handle sensitive information appropriately

Why Join Campbell & Ferrara?

• Established and respected company with over 81 years of success

• High-end residential projects throughout Northern Virginia

• Collaborative and supportive team culture

• Competitive compensation based on experience

• Health Insurance

• Dental Insurance

• Vision Insurance

• Life & AD&D Insurance

• 401(k) Retirement Plan

• Paid Time Off

• Company Uniforms

• Professional Development Opportunities

Schedule

• Full-Time

• Monday–Friday

• In-person position in Alexandria, VA

To Apply

Please submit your resume along with a brief summary of your experience in:

• Customer service and client communications

• Administrative support and office operations

• Scheduling, organization, and multitasking

• Microsoft Office and business software systems

• QuickBooks, accounts receivable, or bookkeeping support (if applicable)

• Landscaping, construction, home services, or related industries (if applicable)

We look forward to meeting professionals who take pride in delivering exceptional service, maintaining organized operations, and supporting a team dedicated to excellence.

For over 81 years, Campbell & Ferrara has been known throughout Northern Virginia for exceptional craftsmanship, thoughtful design, and outstanding customer service.
We design and build high-end residential outdoor living environments, including patios, outdoor kitchens, landscape lighting, plantings, drainage systems, and custom hardscape features.

Company Description

For over 81 years, Campbell & Ferrara has been known throughout Northern Virginia for exceptional craftsmanship, thoughtful design, and outstanding customer service.\r\nWe design and build high-end residential outdoor living environments, including patios, outdoor kitchens, landscape lighting, plantings, drainage systems, and custom hardscape features.