Administrative Coordinator

Keep Things Moving, Keep Things Organized, Be the Go-To!

Are you the kind of person who loves keeping things organized, solving problems, and making sure everyone has what they need to get the job done? We’re looking for an Administrative Coordinator to be the heartbeat of the Go Green and Transitions office! You’ll be the central connection between customers, employees, supervisors, managers, and corporate accounting; keeping schedules on track, work orders moving, customer communication flowing, and details from falling through the cracks. This is the perfect opportunity for you!

Benefits:

Employer Paid Life Insurance

Employer Paid Long Term Disability

Employer Paid Short Term Disability

Paid Time Off

Medical

Dental

Vision

401K with employer match

Flexible Spending Accounts (FSA)

Voluntary Accident Coverage

Voluntary Critical Illness Coverage

Voluntary Life Insurance

Cell Phone Stipend

The Administrative Coordinator is responsible for keeping the Go Green and Transitions office organized, responsive, and running efficiently. This position serves as a central point of communication between customers, employees, supervisors, managers, and corporate accounting. Responsible for working on Housecall Pro for scheduling, work orders, customer information, employee job assignments, customer communication, follow-up, and applicable invoicing and payments.

• Enter and maintain customer information, job information, recurring services, and one-time jobs in House Call Pro.
• Create and manage work orders and schedules with AGM
• Post schedules weekly for the following week and update changes as needed
• Schedule apartment cleans, carpet cleaning, commercial cleaning, Transitions jobs, and other services.
• Confirm appointments with customers.
• Follow up on one-time estimates and jobs that have not yet been scheduled.
• Creating and send invoices for one-time jobs and also email to accounting.
• Send payment links and collect payments for one-time jobs.
• Maintain accurate customer notes and service history.
• Create, update, and organize work orders and checklists with AGM
• Perform other reasonable administrative duties assigned by the General Manager, Assistant General Manager, or ownership.

Customer Communication

• Answer incoming office phone calls if AI sends call 
• Respond to company text messages and emails in a timely manner
• Follow up with customers regarding one-time jobs, estimates, scheduling, and completed work. A personal phone call and send review link through Housecall Pro

Billing & Administrative Support

• Prepare invoices for applicable customers and completed jobs.
• Track customer payments and outstanding items as assigned.
• Review online portals for apartment work orders, invoices, and customer information.
• Collect checks received at the office and prepare them to be sent to Tentac corporate accounting every Friday.
• Organize gas receipts and other company receipts.
• Review bills, code and submit appropriate documentation to management or corporate accounting every Friday. Pick up checks every other Friday.
• Maintain contracts and customer documentation.
• Check and process Reward Zone activity and referrals
• Checking and distributing office mail.
• Record sales and invoices to Monthly Google sheet.

Office Organization: The Administrative Coordinator is responsible for maintaining a clean, professional office environment, including:

• Maintain an organized supply room, laundry room and office.
• Distribute cleaning supplies, rags, and other materials to employees from the office.
• Maintain an organized laundry area.
• Wash, dry, fold, and organize company rags and laundry as needed.
• Light daily office cleaning and organization.
• Vacuuming office areas as needed.
• Cleaning and maintaining office bathrooms.
• Emptying office trash.
• Sanitizing commonly touched surfaces including door handles and light switches.
• Keeping desks, counters, filing areas, and common spaces orderly.

The Administrative Coordinator will be trained and work primarily within:

• Housecall Pro – Primary operations platform
• AppFolio, Vendor café for apartment turns
• Stripe payment processing
• Email and company phone/text system
• Microsoft Excel/Google Sheets

• • Strong organizational and multitasking skills.
  • Excellent communication and interpersonal abilities.
  • Strong attention to detail and problem-solving skills.
  • Knowledge of basic financial principles and accounting procedures is a plus.
  • Previous experience in the cleaning industry or a similar field is an advantage.

• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Professional and friendly customer-service skills.
• Comfortable learning and using new technology.
• Ability to manage several tasks and priorities at the same time.
• Strong attention to detail.
• Basic spreadsheet and computer skills.
• Ability to maintain confidentiality.
• Dependable attendance and punctuality.
• Ability to work independently while communicating effectively with management and field staff.

All employees must maintain a neat, clean and well-groomed appearance including hair color.

Competitive salary and benefits package for Full-Time Employees. Opportunity to work with a dynamic and growing company. A supportive and collaborative team environment. Room for professional growth and development.

• Ability to sit for extended periods up to 6 to 8 hours a day.
• Ability to occasionally stand, walk, or move around the office to perform tasks or attend meetings.
• Ability to frequently use hands and fingers to operate computers, phones and other office equipment
• Ability to occasionally reach for files, supplies or miscellaneous office materials as needed.
• Ability to lift and carry light objects up to 15 lbs. as needed.
• Ability to hear and speak clearly to communicate in person and over the phone.
• Must be able to read printed and electronic documents.

It is the policy of Tentac Enterprises to comply with all federal and state laws concerning the employment of individuals with disabilities and to act in accordance with regulations and guidance issued by the Equal Employment Opportunity Commission (EEOC)

Tentac Enterprises provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.