Help Support a Company Built on Quality, Teamwork, and Doing Things the Right Way

Earthadelic is more than a landscaping and construction company—we are a team that takes pride in building exceptional outdoor spaces and exceptional businesses. Our companies are known for high standards, strong relationships, hard work, and a culture where people enjoy working together.

We are seeking an Office & Finance Coordinator to support the day-to-day operations of our office and finance department across multiple related companies. This position is ideal for someone who enjoys variety, thrives in a fast-paced environment, and takes pride in being the person who keeps everything organized and running smoothly.

The right person is dependable, highly organized, detail-oriented, and comfortable juggling multiple priorities. They are equally comfortable welcoming guests, supporting the accounting team, coordinating office operations, and helping solve problems as they arise. They bring a positive, can-do attitude, value being part of a great team, and take ownership of their work.

Key Responsibilities

Reception & Front Office

·         Serve as the first point of contact for visitors, vendors, applicants, and incoming calls

·         Greet guests and direct them appropriately in a professional and welcoming manner

·         Answer and route phone calls promptly and professionally

·         Manage front office communication, messages, and notifications

·         Maintain a clean, organized, and professional front office environment

·         Help create a positive first impression that reflects Earthadelic’s culture and professionalism

Finance & Accounting Support

·         Send invoices and follow up on outstanding balances

·         Apply past-due fees, audit receivables, and communicate with customers regarding payment status

·         Maintain and update purchase order logs, vendor records, and other accounting information

·         Assist with invoice processing, organization, coding, and distribution

·         Investigate and resolve discrepancies involving vendors, invoices, job names, and supporting documentation

·         Support monthly reconciliations, reporting, and other accounting tasks

·         Assist with subcontractor payment logs, bill processing, and payment tracking

·         Prepare, print, and mail checks and other payments

·         Maintain vendor balance reports and support accounts payable and accounts receivable processes

Reporting & Administrative Coordination

·         Assist with monthly budget reporting, expense tracking, and internal reporting

·         Support quarterly reviews, audits, 1099 tracking, and documentation

·         Prepare, organize, and distribute reports and financial information

·         Coordinate document transfers between departments, companies, and team members

·         Maintain accurate, organized, and up-to-date files and records

Office Operations & Team Support

·         Manage incoming and outgoing mail, deliveries, and office supply inventory

·         Coordinate meeting setup, travel arrangements, and general office needs

·         Maintain office organization, cleanliness, and overall presentation

·         Oversee coffee, water, breakroom, and office supply needs

·         Support the sales and operations teams with printing, materials, and organization

·         Coordinate uniform ordering and tracking

·         Assist with company asset tracking, fuel logs, inventory records, and similar operational needs

·         Look for opportunities to improve organization, efficiency, and day-to-day office processes

·         Support Human Resources as needed

Marketing Support

·         Collaborate on company social media profiles including Instagram, Facebook, etc.

·         Collaborate on customer facing and internal email newsletters

·         Assist in company event planning

Qualifications

·         2+ years of administrative, office, receptionist, or business support experience

·         Strong communication, customer service, and interpersonal skills

·         Professional, friendly, and welcoming demeanor

·         Excellent organization, multitasking, and follow-through skills

·         High attention to detail and a strong sense of ownership

·         Ability to prioritize, stay organized, and manage multiple responsibilities in a fast-paced environment

·         Proficiency with Microsoft Office, including Outlook, Excel, and Word

·         Experience with QuickBooks or similar accounting software is a plus

·         Strong written and verbal communication skills

·         High level of integrity, professionalism, and dependability

·         Brings a positive, team-first attitude and values being part of a company with an exceptional culture built on trust, teamwork, accountability, and pride in doing great work

Why Join Earthadelic?

·         Be part of a respected and growing organization with multiple successful businesses

·         Work with a supportive, talented, and hard-working team

·         Join a company where people genuinely enjoy coming to work and helping one another succeed

·         Have the opportunity to make a meaningful impact and help improve how we operate

·         Work in an environment that values initiative, ideas, and people who care about doing things the right way

If you are someone who enjoys helping others, takes pride in staying organized, and wants to be part of a company with high standards and a great culture, we would love to hear from you.