Receptionist - Birmingham, Alabama, , United States

Are you a kind, dependable, and highly organized professional seeking impactful work on a full-or-part-time basis? · Make key contributions to the daily rhythm of our exceptional business. Serve as the face and voice of our company by creating an exceptional first impression for ...

Job description

Are you a kind, dependable, and highly organized professional seeking impactful work on a full-or-part-time basis?

Make key contributions to the daily rhythm of our exceptional business. Serve as the face and voice of our company by creating an exceptional first impression for clients, vendors, and guests, and supporting internal teams through accurate administrative work, scheduling, and office coordination.

Bring your enthusiasm, kindness, and initiative as you manage both slow, quiet days and fast‑paced, high‑volume moments. With attentive care and diligence, guard the flow of the office and demonstrate presence every day. Come grow a vibrant career with Father Nature Landscapes

Skills & Attributes

• Warm, friendly, and professional presence—both in person and on the phone
• High emotional intelligence (EQ) with the ability to read situations and people well
• Strong customer service mindset with the ability to manage stress and de-escalate conflict
• Excellent written and verbal communication skills
• Highly organized with strong attention to detail and administrative accuracy
• Ability to multitask, prioritize, and manage fluctuating workloads
• Self-starter who takes initiative and does not require constant direction
• Comfortable working independently while also collaborating closely with a team
• Adaptable, proactive, and solutions-oriented

Key Responsibilities

Client & Phone Experience

• Warmly welcome all guests, ensuring the office feels professional, calm, and hospitable
• Answer and route all incoming calls using a multi-line phone system with accuracy, speed, and a positive, professional tone
• Provide clear, basic information to callers and visitors; escalate sensitive or complex matters to the appropriate team member
• De-escalate and appropriately route any occasional difficult or confrontational calls from clients or vendors with composure and professionalism
• Act as a gatekeeper for the team, protecting productivity by managing interruptions and communicating urgency appropriately

Office Operations & Organization

• Maintain a clean, organized, and presentation-ready office environment at all times
• Coordinate with team members to ensure shared spaces are tidy, stocked, and welcoming
• Manage incoming deliveries (plants, materials, packages) and communicate arrivals to the appropriate teams
• Receive, sort, and distribute mail and deliveries
• Order office supplies, maintain inventory, and keep work areas organized
• Support company events and internal initiatives as needed

Administrative, Scheduling & Client Coordination

• Provide administrative support across the organization, including:
  • Managing calendars and scheduling meetings
  • Scheduling client-facing appointments such as design consultations and service-related meetings
  • Sending calendar invites and coordinating availability via email
• Serve as a reliable point of coordination between clients, project managers, and internal teams

Contracts, Invoicing & AR Support

• Prepare, send, and track contracts via DocuSign
• Ensure contracts align correctly with projects and records in QuickBooks
• Open projects in QuickBooks once contracts are signed and request required deposits
• Generate invoices and payment requests for deposits, progress draws, and final billing
• Apply payments and deposits accurately in QuickBooks
• Support Accounts Receivable by sending statements, flagging overdue items, and following established scripts
• Coordinate AR communication while escalating issues to project managers or leadership as needed

Proactive Ownership & Initiative

• Take initiative with the daily flow of the office, identifying needs and providing solutions without being asked
• Stay productive and helpful during slower periods by organizing systems, improving processes, or supporting other teams
• Manage fast-paced, high-volume days with calm efficiency and attention to detail
• Balance independence with collaboration—working confidently on your own while supporting a busy team
• Demonstrate a positive attitude and willingness to assist with administrative needs across Father Nature Landscapes and, at times, our sister companies when support is needed

Experience & Requirements

• Experience with Google Workspace (Gmail, Calendar, Docs) and/or Microsoft Office
• Familiarity with office equipment (phones, printers, scanners)
• Comfortable supporting invoicing, applying payments, and coordinating Accounts Receivable (though not responsible for troubleshooting or reconciling)
• Experience with Quickbooks or a strong willingness and aptitude to learn
• Prior receptionist, administrative, or office coordination experience (1 year required)
• Comfortable working fully in-office, Monday–Friday

Schedule & Work Environment

• The role is fully in-office and requires consistently daily presence. Rather than a passive or punch-in-punch-out role, the position requires initiative, awareness, and ownership.
• Office hours: Monday–Friday, 8:00am–5:00pm, including two 15-minute breaks and a 30-minute lunch break

Compensation & Benefits

Compensation will be commensurate with experience, skills, and qualifications. Father Nature Landscapes offers competitive benefits, including health insurance, retirement options, paid time off, paid holidays, incentive opportunities, and ongoing training designed to support personal and professional growth.

This role has the potential to grow into an Office Manager or similar position over time for the right individual.

What Success Looks Like in the First 90 Days

• Effectively manage the info@ inbox, establishing a systematic approach for organizing and prioritizing inbound communications
• Gain proficiency and accuracy in sending contracts and invoices while ensuring proper documentation is filed in Dropbox
• Utilize QuickBooks for initiating projects, requesting deposits, and assisting with progress draws and final invoices
• Build trust with project managers, directors, and executive leadership by providing clear, timely, and summarized information
• Develop a strong understanding of office workflows so leaders know you are a reliable source of information, or know where to find it

About Us

Father Nature Landscapes is passionately connecting life and land. For over 17 years, our renowned team has provided premier landscape services to discerning clients across the Birmingham area. Continually expanding, we need the industry's best to join us in creating outstanding projects and dynamic customer experiences. Are you ready to cultivate an impactful future along with us? Apply now.

EEOC Statement

To foster the power of innovation and collaboration, Father Nature Landscapes is committed to diversity and building a team that represents a variety of skills, experiences, perspectives, and backgrounds. We do not discriminate; rather, we base decisions on qualifications, merit, and business needs so the entire team may grow.

Communication Request:

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