Administrative Coordinator

Salary Range:

$20.00 To $25.00 Hourly

The Administrative Coordinator is the primary in-office support for client documents, sales operations, contracts and compliance documentation, and executive leadership. This role keeps documents organized, deadlines on track, and internal partners informed while representing A Plus Tree’s 6 DONEs in all communication.

This position is entry-level, full-time, hourly, non-exempt. Monday through Friday, in office/in person, in Sacramento, CA.

Percentage of Time Spent:

• 35% Client Docs Email & Contract Management
• 20% Certificate of Insurance, W9s, Bonds & Compliance Documents
• 15% Business Licensing & Vehicle Registrations / DMV Support
• 15% Sales Operations Support & Vendor Portals
• 15% Executive Leadership & General Office Administration

Responsibilities:

Client Docs & Contract Management

• Manage the Client Docs inbox as the central intake point for contracts and related documentation.
• Oversee the full contract lifecycle from intake through execution and internal filing.
• Maintain accurate records in ArborPlus and shared drives so sales and operations can easily access current documents.

COIs, W9s, Bonds & Compliance

• Coordinate COI and W9 requests and ensure client documentation requirements are met quickly and accurately.
• Support bond and other compliance document workflows in partnership with Sales and our insurance/bonding partners.
• Keep compliance documentation organized and accessible for internal stakeholders and clients.

Business Licensing & Vehicle Registrations / DMV

• Track and support city and state business license applications and renewals.
• Coordinate the collection and filing of vehicle registration and DMV documentation.
• Ensure licensing and registration records are current and properly stored.

Sales Operations & Vendor Portals

• Provide administrative support to Sales and Project Coordinators related to contracts, licenses, and client documentation.
• Assist with vendor setup, pre-qualification materials, and portal registrations.
• Support bid and RFP submissions by organizing and uploading required documentation.

Executive Leadership & Office Administration

• Provide day-to-day administrative support to the Executive Leadership Team, including travel coordination, expenses, and basic scheduling support.
• Handle incoming mail, scanning, routing, and filing of key documents.
• Maintain an organized office environment and support occasional in-person errands or special projects.

Qualifications:

Required:

• 1–3 years of experience in administrative, project coordination, or office support roles.
• Strong proficiency with Microsoft Outlook, Word, and Excel, and comfort learning company software and portals.
• Demonstrated attention to detail and accuracy with dates, numbers, and document naming.
• Strong written and verbal communication skills.
• Ability to work full-time in person at the Sacramento office.

Preferred:

• Associates/bachelor's degree in business, communications, or a related field.
• Experience in construction, property management, tree care, utilities, or similar industries.
• Experience supporting senior leadership
• Strong document summarization and editing skills

Benefits:

Health insurance, Dental insurance, Health savings account, Life insurance, Paid time off, Vision insurance, 401(k).

*A Plus Tree provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.