Administrative Coordinator

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