Administrative Operations Coordinator

Administrative Operations Coordinator

Accounting • HR • Customer Service • Office Systems
Full-Time | On-Site, no remote permitted | Pleasant Gap, PA

About Cutting Edge Tree Professionals

Cutting Edge Tree Professionals is a rapidly growing, highly credentialed tree-care company serving central Pennsylvania and beyond.

We exist to redefine the boundaries of excellence in urban and community forestry.

We are a Christian-based company, and our culture is built around service, stewardship, professional growth, customer delight, and doing excellent work.

Our core values are:

• Integrity
• Teamwork
• Mental Toughness
• Excellence
• Growth Mindset

The people who thrive here take responsibility, improve themselves, support their teammates, solve problems, and care about the quality of the outcomenot simply whether a task was technically completed.

The Position

Cutting Edge Tree Professionals is looking for an Administrative Operations Coordinator who is organized, resourceful, fast-moving, and capable of figuring things out without needing every step explained.

This is not a traditional Administrative Assistant position.

We are not looking for someone whose primary strengths are scheduling executives, arranging travel, planning office parties, or waiting for someone to hand them the next task.

We need someone who can take ownership of the recurring administrative work that keeps a growing company running and who can also be handed an unfamiliar problem and independently determine how to solve it.

One hour you might be processing customer payments and sending invoices. The next you may be working through a government registration portal, coordinating new-hire paperwork, researching the requirements for a business license, making a collection call, checking an existing Zapier automation, or determining why information did not transfer correctly between two systems.

The right person enjoys that variety.

They have a strong sense of urgency, close loops, notice when something is falling through the cracks, and do not need constant follow-up to finish what they started.

What You Will Own

Accounts Receivable & Customer Payments

• Send and distribute customer invoices accurately and promptly.
• Follow established accounts-receivable and collections procedures.
• Send overdue notices and make professional collection calls.
• Take customer payments by phone and in the office.
• Receive and process checks and deposits.
• Maintain accurate AR and collection records.
• Help identify accounts that need follow-up before they become larger problems.

Employee Onboarding, Offboarding & HR Administration

• Take charge of the administrative onboarding process for new employees.
• Communicate clearly with new hires regarding paperwork, deadlines, required documentation, and next steps.
• Make sure onboarding tasks are completed before required deadlines.
• Coordinate employee offboarding paperwork and administrative system changes.
• Assist with routine PTO, benefits, payroll, employee-record, and certification administration.
• Track required employee licenses and certifications and follow up before they expire.
• Assist with applicant phone screens, references, and recruiting administration as assigned.

This position supports HR administration but is not expected to independently function as an HR manager or employment-law expert.

Administrative Operations & Compliance

• Complete recurring registrations, renewals, audits, reports, and administrative filings.
• Work with insurance, workers' compensation, business-license, supplier, event, and other outside portals.
• Obtain and maintain routine vendor and subcontractor documentation.
• Research unfamiliar requirements and determine what needs to happen next.
• Track deadlines and follow through before they become emergencies.
• Maintain accurate digital records of completed work.

You should be comfortable being told:

“We need to get registered for this. Please figure out what is required, what it costs, what information you need from us, and get it moving.”

Systems, Data & Technology

• Enter and transfer information accurately between company software systems.
• Maintain recurring dashboards, trackers, reports, and administrative records.
• Use AI tools to research, organize information, draft communications, summarize requirements, and work more efficiently.
• Verify AI-generated information rather than blindly trusting it.
• Monitor established Zapier automations and recognize when one has stopped working correctly.
• Perform basic troubleshooting and maintenance of existing automations using documented procedures.
• Escalate technical problems appropriately when they exceed the scope of the position.

You are not expected to build complex new Zapier automations or be a programmer.

Customer & Office Support

• Answer phones with a warm, capable, professional personality.
• Help customers, vendors, applicants, and employees reach the right person or solution.
• Assist with customer service complaint resolutions
• Receive customer payments and assist visitors to the office.
• Receive, distribute, scan, and process mail.
• Handle routine shipping and returns.
• Maintain appropriate inventory of office, restroom, and employee supplies.
• Notice practical office needs and address them before someone has to repeatedly ask.

The Most Important Part of This Job

We can teach someone where a tracker is located or how one of our systems works.

It is much harder to teach ownership, urgency, resourcefulness, judgment, and follow-through.

We need someone who, when encountering something unfamiliar:

1. Determines what the desired outcome actually is.
2. Researches the issue before immediately asking someone else to solve it.
3. Identifies the requirements, deadlines, risks, and missing information.
4. Moves forward on everything they can control.
5. Asks focused questions when management input is genuinely required.
6. Follows the task through until the loop is closed.

A task sitting in your inbox is not the same thing as a task being handled.

You May Be a Strong Fit If You

• Have previous administrative, office operations, bookkeeping support, AR/AP, HR administration, or similar experience.
• Are confident speaking with customers on the telephone, including conversations about overdue balances.
• Can stay friendly and professional while still being persistent.
• Are highly comfortable using computers and learning unfamiliar software.
• Are strong with spreadsheets, web-based software, email, online portals, and digital records.
• Can research a complicated process online and separate reliable information from noise.
• Use AI as a productivity tool while exercising good judgment.
• Have strong attention to detail without allowing perfectionism to make you slow.
• Naturally create reminders and systems so deadlines are not dependent on memory.
• Are comfortable working with confidential financial and employee information.
• Communicate clearly when something is complete, delayed, or needs a decision.
• Prefer finishing and solving problems over simply appearing busy.

Experience with platforms such as Google Workspace, Smartsheet (Excel), accounting/payroll software, CRM or job-management systems, Zapier, or similar business software is helpful.

Experience with every system we use is not required.

What We Do Not Need

We are not hiring someone to:

• Arrange executive travel.
• Plan birthdays or office parties.
• Order gifts or flowers.
• Manage an executive's personal life.
• Fill their day with low-value administrative activity.
• Wait for detailed instructions before taking action.

We want someone who helps make the company simpler, more organized, more responsive, and harder for important details to fall through the cracks.

What Success Looks Like

A successful Administrative Operations Coordinator creates a noticeable result:

Invoices go out. Receivables receive consistent follow-up. New hires know what they need to do. Paperwork is complete. Renewals do not unexpectedly expire. Customers receive professional help. Data can be trusted. Existing systems keep running. Supplies do not mysteriously disappear. Management is not repeatedly tracking down routine administrative loose ends.

Most importantly, when something unfamiliar lands on this person's desk, leadership gains confidence that someone capable now owns it.

Apply today to join our winning team! Join our elite team of professionals who strive towards Teamwork, Integrity, and Excellence in our profession every day. Cutting Edge is a local, Christian company located in central Pennsylvania, in the college town of Penn State University.