Operations and Administration Coordinator

About TP

Work with one of South Florida's premier commercial landscape maintenance companies, providing high-quality landscape maintenance, enhancement, and related services to commercial properties throughout South Florida since 1984.

We are seeking a highly organized, proactive, and customer-focused Operations & Administration Coordinator to support the day-to-day operations of our business. This position plays a vital role in ensuring work flows efficiently from start to finish by coordinating administrative processes, supporting field operations, maintaining accurate documentation, and delivering exceptional customer service.

This is an excellent opportunity for someone who enjoys a fast-paced environment and is looking to build a long-term career with opportunities for growth into a Manager role.

Position Summary

The Operations & Administration Coordinator serves as a central point of communication between customers, field personnel, vendors, subcontractors, and company leadership. This individual is responsible for coordinating operational workflows, preparing proposals and reports, processing work orders and invoices, maintaining accurate records, and ensuring projects move efficiently through every stage of completion.

The ideal candidate is highly organized, solutions-driven, and takes ownership of their work. They are proactive, detail-oriented, and committed to providing outstanding service to both internal and external customers.

Essential Responsibilities: Operations Coordination

• Coordinate workflow between office staff, field personnel, vendors, subcontractors, and customers to ensure projects are completed accurately and on schedule.
• Monitor the status of work orders from initiation through completion.
• Coordinate scheduling and follow-up to ensure assigned work is completed in a timely manner.
• Communicate with customers regarding project status, scheduling, requests, and updates.
• Prepare proposals, reports, work orders, invoices, and other operational documents.
• Verify completed work for accuracy prior to invoicing.
• Maintain organized and accurate customer files, operational records, and project documentation.

Office Administration

• Provide administrative support to company leadership and multiple departments.
• Coordinate communication between customers, vendors, subcontractors, and internal teams.
• Assist with procurement of materials, supplies, and office purchases.
• Support accounts payable by collecting invoices, matching documentation, and ensuring timely processing.
• Assist with vendor setup and maintain vendor records.
• Maintain organized electronic and paper filing systems.
• Assist with preparing correspondence, presentations, spreadsheets, and other business documents.
• Help develop and improve office procedures and administrative processes.
• Support special projects and other administrative duties as assigned.

Qualifications

• Minimum: three (3) years of experience in operations coordination, office administration, project coordination, customer service, or a related administrative role.
• Bilingual: English and Spanish required.
• Advanced organizational and time management skills.
• Demonstrated ability to manage multiple priorities while meeting deadlines in a fast-paced environment.
• Exceptional attention to detail with strong follow-up skills.
• Outstanding written and verbal communication skills.
• Professional, customer-focused, and solutions-driven mindset.
• Ability to work independently while collaborating effectively with multiple departments.
• Strong analytical and problem-solving abilities.
• High level of integrity, professionalism, and accountability.
• Proficient in Microsoft Outlook, Excel, and Word.
• Ability to quickly learn new software systems and adapt to changing priorities.

Preferred Qualifications

• Experience in the commercial landscape, construction, facilities management, property management, or service industry a plus.
• Experience coordinating field operations or service teams.
• Experience with vendor management.
• Experience preparing proposals, reports, and customer correspondence.
• Demonstrated leadership potential with a desire to grow into a Manager role.

Why Join Us?

Our success is built on exceptional people who are committed to professionalism, teamwork, and outstanding customer service. We believe in promoting from within and investing in employees who demonstrate initiative, leadership, and a desire to grow.

Benefits

• Full-time salaried position
• Monday–Friday schedule (8:00 AM – 4:30 PM)
• Paid holidays
• Paid time off (PTO)
• Health Insurance Benefits
• Life Insurance Benefits
• Stable, year-round employment
• Professional, collaborative work environment
• Opportunities for advancement and long-term career growth

If you are an organized, dependable, and customer-focused professional who enjoys keeping operations running efficiently and wants to build a long-term career with an established and growing company, we encourage you to apply.

Pay: From $50,000.00 per year

Benefits:

• Health insurance
• Life insurance
• Paid time off

Education:

Associate: (Preferred)

Experience:

Office Administration: 3 years (Required)

Language:

English: (Required)

Spanish: (Required)

Work Location:

In person