Administrative Coordinator

Full-Time Remote Administrative Coordinator / Customer Support Assistant

Company: Nightingale Lawn & Landscape LLC
Location: Remote, supporting a U.S.-based lawn and landscape company
Schedule: Full-time, U.S. business hours required
Reports to: Owner/CEO

About the Role

Nightingale Lawn & Landscape is looking for a reliable, detail-oriented Administrative Coordinator to help keep our office organized, customers responded to, and follow-up tasks moving.

This role supports daily communication, customer follow-up, accounts receivable reminders, filing, documentation, marketing admin tasks, and internal coordination. You will help make sure nothing falls through the cracks between customers, sales, operations, and billing.

This is not just a basic VA role. We need someone who can think, communicate clearly, follow systems, document details, and escalate issues properly.

Main Responsibilities

You will help with:

Answering and responding to phone calls, texts, and emails
Routing customer messages to the correct team member
Sending estimate follow-ups, scheduling updates, reminders, and post-job check-ins to customers
Following up on overdue invoices using our approved process
Documenting customer communication and next steps clearly
Filing and organizing documents in our systems
Helping keep tasks, reminders, and handoffs organized
Supporting simple marketing admin tasks such as social posts, Google profile updates, or website updates when assigned
Escalating complaints, pricing questions, scheduling conflicts, payment disputes, or unusual requests to the right leader
What Success Looks Like

You are successful when:

Customers receive timely, professional responses
Overdue invoice follow-up is completed and documented
Customer updates and follow-ups are not missed
Files and records stay organized
Internal handoffs are clear
The owner and managers are only pulled into issues that truly need them
No preventable admin tasks fall through the cracks
Required Skills

You must have:

Strong spoken and written English
Professional phone and email communication
High attention to detail
Strong follow-through
Good judgment on when to handle something and when to escalate
Experience in customer service, admin support, collections follow-up, or coordinator work
Comfort with email, spreadsheets, file management, and online software
Ability to work remotely while staying responsive and accountable
Willingness to learn our systems, including Aspire and LeanScaper AI
Important Boundaries

You will not make final decisions on pricing, scheduling promises, HR issues, payment exceptions, or scope changes without approval.

You will not process physical payments, bank deposits, payroll, or accounts payable.

Tools We Use
Aspire
LeanScaper AI
QuickBooks Online

Email and phone systems
FileCenter / shared file storage
Google Business Profile
Social media platforms

Ideal Candidate
The right person is organized, reliable, calm with customers, and serious about documentation. You should be comfortable following processes, improving broken workflows, and asking good questions when something is unclear.

We want someone who takes ownership, communicates clearly, protects confidential information, and helps create a smoother experience for both customers and our internal team.

To Apply

Please send:

A short (several minute) introduction about yourself
Your relevant admin or customer service experience
Your expected monthly salary in USD
Your internet speed and computer setup
A short voice recording introducing yourself and explaining why you would be a good fit
The word Nightingale in your subject line so we know you read the full post