Executive Assistant / Operations Coordinator

Green Marketing is a fast-growing digital marketing agency specializing in the green industry. We work with lawn care, landscaping, hardscaping, irrigation, tree service, and related businesses, helping them grow through marketing, tracking, systems, and lead generation.

We are posting this position on behalf of one of our clients. The selected candidate will work directly for Tallahassee Lawn and Landscape , not Green Marketing, while our team may assist during the hiring process.

Before being considered for this position, please record one video answering all five questions below.

Your video should be 5 to 10 minutes long . We are looking for clear communication, professionalism, organization, problem-solving ability, accountability, and a proactive mindset.

1. Please introduce yourself and tell us about your experience with administrative work, virtual assistant tasks, customer service, or supporting a business owner. Why do you believe you would be a good fit for this role?
2. This role will involve answering customer inquiries, booking appointments, updating Jobber, and helping keep the office organized. Walk us through how you would handle a new customer requesting lawn or landscaping service.
3. If you started this role and noticed the schedule was disorganized, customer information was missing, and follow-ups were not being tracked properly, what would you do during your first 30 days to help improve the business?
4. Tell us about a time when you had to stay accountable, solve a problem, or manage important details without someone constantly checking on you. What happened, what did you do, and what was the result?
5. Please role-play this situation: You are calling a customer to confirm their lawn or landscaping appointment for tomorrow. Show us how you would speak to the customer, confirm the details, and make sure they know what to expect.
   

The Executive Assistant / Operations Coordinator is responsible for helping Tallahassee Lawn and Landscape run a more organized, responsive, and efficient backend operation.

This role will support the company by booking appointments, managing routes, keeping Jobber updated, helping with invoices and proposals, organizing customer data, and assisting with general office management. The right person will be detail-oriented, proactive, accountable, and comfortable helping a growing lawn and landscape company stay organized.

This is not just a basic task-based assistant role. The ideal candidate should be willing to take initiative, notice problems, suggest improvements, and help create better systems as the company grows.

• Answer customer calls, messages, emails, and inquiries professionally.
• Book lawn care and landscaping appointments.
• Collect important customer details, including name, phone number, email, service address, requested service, and preferred appointment time.
• Confirm appointment details with customers.
• Follow up with customers when additional information is needed.
• Communicate clearly and professionally with U.S.-based customers.
• Escalate urgent issues, schedule conflicts, or customer concerns to the owner or management team.

• Enter new leads, customers, appointments, jobs, notes, invoices, and proposals into Jobber.
• Keep customer records accurate and up to date.
• Update job statuses and appointment details as needed.
• Make sure important customer communication and job notes are documented properly.
• Help maintain clean, organized, and reliable data inside Jobber.
• Identify missing information, duplicate records, or incomplete job details.
• Help the company use Jobber more consistently and effectively.

• Assist with organizing daily and weekly routes.
• Help schedule jobs in a way that supports efficiency and reduces confusion.
• Coordinate schedule updates and changes when needed.
• Communicate route or appointment changes to the appropriate team members.
• Help keep the owner or management team aware of upcoming appointments, open jobs, and scheduling issues.
• Support rescheduling when weather, customer needs, or operational changes require adjustments.

• Create and send invoices through Jobber when directed.
• Help prepare and send proposals or estimates.
• Follow up on pending proposals when requested.
• Update invoice and proposal statuses in Jobber.
• Help track unpaid invoices or open customer balances.
• Coordinate with the owner or management team on billing questions.
• Make sure invoices, proposals, and customer records are organized and easy to find.

• Maintain accurate customer, lead, job, invoice, and proposal information.
• Organize customer notes and job details inside Jobber.
• Track completed tasks, pending work, and follow-up items.
• Help clean and organize company data on a regular basis.
• Make sure customer information is not lost in texts, emails, calls, or scattered notes.
• Support simple reporting when needed.

• Help keep the backend of the company organized.
• Manage basic administrative tasks and recurring office responsibilities.
• Organize documents, customer files, notes, and internal information.
• Help create checklists, templates, or simple processes when needed.
• Support communication between the owner, customers, and team members.
• Help the owner stay focused by taking administrative work off their plate.
• Proactively identify office or backend issues and recommend practical solutions.

• Assist the owner or management team with miscellaneous administrative tasks.
• Help track priorities, reminders, appointments, and follow-ups.
• Research tools, processes, or information when requested.
• Help turn recurring problems into organized processes.
• Communicate clearly, follow through on commitments, and take ownership of assigned tasks.
• Grow with the company by learning the business and becoming more valuable over time.

• Look for ways to improve scheduling, communication, organization, and follow-up.
• Suggest better systems when current processes are unclear or inefficient.
• Create draft checklists, templates, or SOPs for approval.
• Take initiative instead of waiting for every instruction.
• Bring problems and possible solutions to the owner or management team.
• Think like a long-term team member who wants to help the company grow.
  

• Some experience with administrative work, virtual assistant work, office support, customer service, or similar tasks.
• Strong spoken and written English.
• Clear, professional communication that is easy for U.S.-based customers to understand.
• Strong attention to detail.
• Strong organizational skills.
• Comfortable using CRMs, scheduling tools, spreadsheets, email, calendars, and online business software.
• Willingness to learn Jobber if not already experienced with it.
• Ability to manage multiple tasks without constant supervision.
• Strong follow-up habits.
• Extreme accountability and ownership of responsibilities.
• Desire to grow with the company long-term.
• Professional, calm, and friendly communication style.
• Ability to work independently in a remote environment.

• Experience using Jobber or another home service CRM.
• Experience working with a lawn care, landscaping, home service, construction, or local service business.
• Experience booking appointments or managing service schedules.
• Experience creating invoices, proposals, estimates, or customer records.
• Experience with route management or field service scheduling.
• Experience supporting a business owner or small team.
• Experience creating simple systems, checklists, or office processes.
  

• At least 1 year of experience in administrative support, virtual assistant work, customer service, office coordination, or a similar role is preferred.
• Experience working remotely is preferred.
• Experience in lawn care, landscaping, home services, or another service-based business is a plus but not required.
• Jobber experience is a plus but not required if the candidate is a fast learner.
  

This is a remote position.

The candidate must provide and maintain:

• Reliable computer.
• High-speed internet connection.
• Quiet professional workspace.
• Working headset or headphones with microphone.
• Webcam for meetings when needed.
• Reliable phone or calling setup if required.
• Ability to access Jobber and other company software.
• Backup internet or backup power is strongly preferred.

The candidate must be able to handle customer calls in a quiet environment with clear audio and minimal background noise.

Monday through Friday, 9:00 AM to 5:00 PM Eastern Time

Some flexibility may be available depending on company needs.

The candidate must be available during core business hours so customer communication, appointment booking, Jobber updates, route management, invoices, proposals, and office tasks are handled consistently.

Performance will be evaluated based on communication, organization, accuracy, accountability, and consistency.

Key metrics may include:

• Customer response time.
• Appointment booking accuracy.
• Schedule and route organization.
• Jobber data accuracy.
• Number of leads, jobs, invoices, and proposals properly entered and updated.
• Follow-up completion rate.
• Invoice and proposal tracking accuracy.
• Reduction in missed details or scheduling issues.
• Timely completion of administrative tasks.
• Owner satisfaction and reduction of administrative workload.
• Ability to identify problems and suggest improvements.
• Reliability, attendance, and accountability.
  

Starting compensation for this role is:

$1,000 USD per month

Benefits may vary based on company structure and long-term performance. Possible benefits may include:

• Long-term growth opportunities.
• Additional responsibilities as the company grows.
• Performance-based increases over time.
• Training on Jobber and company processes.
• Flexible work environment within agreed working hours.