Office Administrator (Front Desk)

Cole Landscaping is a dynamic and growing company recognized for its commitment to excellence and innovation in the landscaping industry. As the Director of First Impressions (Bilingual - English/Spanish), you will be the first point of contact for clients, visitors, and team members, playing a vital role in ensuring the smooth and efficient operation of the office. This position offers the opportunity to work in a collaborative, fast-paced environment with experienced professionals, utilizing modern tools and technology. Cole Landscaping values creativity, accountability, and a positive work culture where team members are encouraged to grow and succeed.

Responsibilities

• Serve as the first point of contact by answering a multi-line telephone system and greeting visitors, customers, and prospects in a professional and friendly manner.
• Manage and maintain HubSpot, including generating and overseeing reports.
• Handle daily phone messages and ensure timely follow-up to maintain client satisfaction.
• Schedule and confirm appointments for new and existing clients.
• Support daily administrative operations, including managing office supplies, handling correspondence, and maintaining organized paper and electronic filing systems.
• Assist with light Human Resources administration, such as benefit coordination and confidential record-keeping.
• Manage client accounts, address billing questions, and support receivables and general client care.
• Coordinate meetings and appointments for staff, sales professionals, account managers, and clients as needed.
• Prepare, plan, and execute diverse tasks to contribute to overall team effectiveness.
• Maintain strict confidentiality of sensitive information.
• Ensure the kitchen, bathrooms, employee room, and operations office are clean, stocked, and presentable at all times.
• Manage all incoming and outgoing mail.
• Update the digital employee information board daily.
• Run general office errands as needed.
• Send service scheduling emails and confirmations (including irrigation, maintenance, and fertilization services).
• Perform other duties as assigned to support office efficiency and productivity.

Qualifications

• Proficiency in English (Bilingual Spanish preferred).
• Outstanding customer service and organizational skills.
• Proficiency in HubSpot.
• Strong administrative and organizational abilities with exceptional attention to detail and follow-through.
• Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
• Excellent communication and listening skills.
• Proficiency with smartphones, email, text messaging, and computer applications such as MS Excel and MS Word.
• Demonstrated ability to learn new software and adapt to changing technology.
• Professional, positive, and energetic demeanor; works well in a team-oriented environment.
• Neat and professional appearance.