Administrative Coordinator - Maintenance

Waukesha, WI

Posted: 01/05/2024 Employment Type: Direct Hire Industry: Administrative

Job Description


Proposal Building:

    • Collaborate with the project management team to create detailed proposals for maintenance projects.
    • Accurately estimate maintenance jobs using photos and mapping tools.

Accounts Receivable Management:

    • Follow up with clients on outstanding payments and invoices.
    • Maintain accurate records of payments and collaborate with finance to resolve billing issues.
    • Process credits and check requests for prepaid customers.

Saving Client Files:

    • Correctly save contracts, photos, and client communication in digital client folders.

Send to Production:

    • Process signed contracts through the software system, ensuring accurate job, billing, tax, and labor information.
    • Ensure processed contracts are accurately entered into the scheduling system.

Documentation and Reporting:

    • Track minutes during bi-weekly meetings.
    • Maintain accurate records of project details, work orders, job progress, and inventory.
    • Prepare reports for internal and external purposes.


    • Handle warranty purchasing, dispatch, and job cards.

Diggers Hotline Coordination:

    • Contact utilities and diggers hotline services before any maintenance projects requiring digging.

Client Retention:

Customer Inquiries:

    • Answer calls and direct clients to the correct department.
    • Respond to support requests and reach out to current and potential customers.

Client Relationship Management:

    • Address client questions and concerns.
    • Identify opportunities to offer additional services and increase revenue.
    • Gather client feedback and maintain regular contact.

Lead Nurture:

    • Follow up with the existing database of potential customers regularly.

Reactivation and Renewal Campaigns:

    • Determine client needs and tailor solutions to enhance outdoor spaces.
    • Recommend and promote comprehensive landscape maintenance solutions.



  • Strong organizational skills.
  • Customer service and interpersonal skills.
  • Attention to detail.
  • Administrative proficiency.
  • Problem-solving ability.
  • Time management skills.
  • Technology proficiency.
  • Teamwork.

Important Qualities and Characteristics:

  • Professionalism.
  • Detail-oriented and dedicated to a systematic work system.
  • Self-motivated.
  • Ability to handle multiple priorities.
  • Coachable and flexible.
  • Proficient in computer usage.

Knowledge of:

  • Effective customer service principles.
  • Proficiency in office productivity tools.
  • Understanding of the sales process.
  • Basic knowledge of common landscaping plants, trees, and grasses.

Meet Your Recruiter

Mark Gawronski, CPC
Director of Training

Hired in 2013, Mark Gawronski serves as a Senior Employment Consultant for AllianceStaff. Mark started his career in recruiting immediately following his college career at UW-Whitewater where he graduated with his Bachelor’s Degree in Journalism Advertising and participated on their nationally ranked football team. He is a high energy leader with a skill to connect and build relationships. His ultimate goal is to develop more of a partnership, where he is an extension to the search, both on the company and candidate side. Mark is CPC certified by the National Association of Personnel Services and also participates on the Board of Directors for our state association, Recruiters of Wisconsin.

Mark is a family man and loves spending quality time with his wife and three kids. In his free time, Mark enjoys playing golf, following his favorite sports teams (The Green Bay Packers and the Whitewater Warhawks) and doing DIY projects. 

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