Administrative:

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.

Warranty:

• 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.

Competencies:

• 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.