Office & Operations Coordinator

About Nature's Way

Nature's Way is an established landscaping, construction, and masonry company serving premium properties throughout the Tristate area. We're a hands-on business with a dedicated team, and we're looking for someone who can help keep our office organized, our operations running smoothly, and our business moving forward.

About the Role

We're seeking a dependable, highly organized, and proactive Office & Operations Coordinator to manage the daily administrative and financial activities of our business.

This is an important, hands-on position that supports company ownership, field supervisors, and crews. Responsibilities span customer proposals and invoicing, payroll administration, light bookkeeping, employee records, insurance coordination, fleet oversight, and general office operations.

We're looking for someone who enjoys creating order in a busy environment, is comfortable managing multiple priorities, and takes pride in getting the details right.

Equally important, we're looking for someone who embraces technology, enjoys finding smarter ways to work, and can help colleagues become more comfortable with new tools and processes.

The right candidate will have the opportunity to grow their responsibilities over time, taking on a larger role in scheduling, operational reporting, and business process improvements.

Key Responsibilities

Billing & Financial Administration

• Prepare, review, and issue customer invoices using QuickBooks Online.
• Track customer payments, outstanding balances, and accounts receivable follow-up.
• Enter vendor bills, organize receipts, and maintain accurate expense records.
• Coordinate with field supervisors to ensure completed work, materials, and additional charges are accurately captured for billing.
• Assist with financial reporting and preparation of records for outside accounting professionals.Payroll, Insurance & Compliance
• Coordinate and manage regular payroll processing using Gusto.
• Collect and verify employee time records, resolve discrepancies, and maintain accurate payroll information.
• Maintain employee onboarding documentation, personnel records, and payroll-related changes.
• Support the integration of Gusto with QuickBooks Online.
• Track business insurance policies, renewals, certificates of insurance, and workers' compensation documentation.
• Coordinate administrative requirements related to business taxes, registrations, and compliance deadlines.
• Serve as a point of contact for outside accountants, insurance brokers, payroll providers, and other professional service partners.

Daily Office Administration

• Manage incoming calls, emails, customer inquiries, and general correspondence.
• Maintain organized customer, employee, vendor, and project records.
• Coordinate communication between ownership, office staff, field supervisors, and crews.
• Track outstanding paperwork, approvals, and administrative follow-up items.
• Assist with purchasing, supply orders, vendor coordination, and general office needs.
• Help maintain an organized, responsive, and efficient office environment.

Field Operations & Project Coordination

• Collect and organize daily work logs submitted by field crews.
• Maintain accurate records of labor hours, materials, equipment usage, and completed work.
• Update project tracking tools and monitor outstanding information needed for billing and reporting.
• Assist with tracking active projects, change orders, and billing milestones.
• Support crew scheduling and assignments in coordination with field supervisors.
• Help facilitate communication between the office and our predominantly Spanish-speaking field workforce.

Fleet & Equipment Administration

• Maintain organized records for company vehicles, trailers, and equipment.
• Track vehicle registrations, insurance, property taxes, inspections, and renewal deadlines.
• Coordinate routine maintenance, repairs, and service appointments.
• Maintain service histories and related documentation.
• Communicate upcoming fleet needs, maintenance issues, and deadlines to ownership and field supervisors.

Technology & Process Improvement

• Help identify opportunities to simplify administrative processes, reduce manual work, and improve operational efficiency.
• Confidently use and maintain digital business tools, including QuickBooks Online, Gusto, and Google Workspace.
• Research and recommend practical technology solutions that improve communication, organization, scheduling, financial visibility, and profitability.
• Provide patient, hands-on support to colleagues with varying levels of technical experience.
• Help introduce new tools and processes in ways that are practical and accessible for both office and field employees.
• Assist with preparing regular operational reports and management scorecards to help ownership monitor business performance.

Qualifications

• Previous experience in office administration, business operations, billing, or bookkeeping support.
• Working knowledge of QuickBooks Online; experience with Gusto is a plus.
• Proficiency with Google Workspace, particularly Google Sheets, Docs, Gmail, and Drive.
• Spanish-English bilingual communication skills strongly preferred, particularly the ability to communicate verbally with Spanish-speaking employees.
• Strong organizational skills, attention to detail, and ability to manage multiple priorities.
• Comfortable working with numbers, financial records, and confidential employee information.
• Strong technology aptitude and genuine curiosity about new digital tools and business applications.
• Resourceful problem-solver who enjoys finding more efficient ways to accomplish everyday tasks.
• Clear communication skills and the patience to help colleagues with varying levels of technical experience.
• Ability to work independently, take initiative, and follow through on responsibilities.
• Experience in landscaping, construction, contracting, or another field-service business preferred, but not required.

What Makes Someone Successful in This Role

We're looking for someone who is dependable, organized, resourceful, and naturally curious about how things can work better.

The ideal candidate takes ownership of their responsibilities, notices when something needs attention, and follows through without constant reminders.

They enjoy bringing structure to a busy environment, building relationships with coworkers, and helping others succeed. They're equally comfortable managing routine administrative details and exploring new ideas that could make the business more efficient.

Most importantly, they understand that small improvements in organization, communication, and everyday processes can make a meaningful difference to the success and profitability of a business.

Pay: $51,900.00 - $72,000.00 per year

Language:

• Spanish (Required)

Work Location: In person