Office Administrator For A Landscaping Company

Job Overview
We are seeking a dynamic and highly organized Office Administrator to join our thriving landscaping company. In this vital role, you will be the backbone of our daily operations, ensuring smooth office functions, effective communication, and efficient project coordination. Your energetic approach and attention to detail will help us deliver exceptional service to our clients while maintaining a productive and positive work environment. This position offers an exciting opportunity to contribute to a growing team dedicated to transforming outdoor spaces and creating beautiful landscapes.

Duties

Customer Service & Communication

• Answer inbound calls, texts, and emails in a professional and timely manner
• Serve as the first point of contact for new and existing clients
• Manage all administrative tasks including scheduling appointments, maintaining calendars, and coordinating project timelines to ensure timely completion of landscaping projects
• Follow up with leads, proposals, and customer inquiries
• Maintain a high level of customer satisfaction and professionalism
• Oversee vendor relationships by managing procurement, negotiating contracts, and ensuring timely delivery of supplies and services
• Handle bookkeeping and financial records using QuickBooks, including invoicing, expense tracking, payroll processing, and budget management
• Supervise office staff and support team management activities such as training, development, and performance evaluations
• Coordinate event planning for company gatherings
• Maintain organized filing systems for project documents, permits, contracts, and client records

Scheduling & Coordination

• Coordinate daily schedules between estimators and landscape crews
• Optimize routing and scheduling efficiency
• Communicate job details, changes, and updates to crews
• Ensure all jobs are properly scheduled, tracked, and completed

Operations Support

• Assist in job tracking, progress updates, and internal communication
• Maintain CRM and job management systems (e.g., Jobber or similar)
• Organize and manage digital files, documents, and job records

Administrative & Financial Tasks

• Assist with payroll processing (time tracking, data entry)
• Support invoicing, collections, and basic bookkeeping
• Help manage vendor coordination and material orders
• Assist with basic tax-related organization (not filing, but preparation support)

Process Improvement

• Identify inefficiencies and suggest improvements
• Help implement systems and processes to scale the business
• Take initiative to solve problems without constant direction

Skills

• Proven experience in office management with strong organizational skills and attention to detail
• Demonstrated supervising experience with team management capabilities
• Proficiency in QuickBooks for bookkeeping, payroll, and budgeting tasks
• Excellent communication skills for interacting with clients, vendors, and team members effectively
• Strong schedule management abilities to prioritize tasks and meet deadlines in a fast-paced environment
• Experience in event planning and vendor management to coordinate company events or community initiatives
• Knowledge of human resources practices including training & development and employee onboarding
• Familiarity with clerical tasks such as filing, data entry, calendar management, and front desk operations
• Ability to handle multi-line phone systems with professionalism and courtesy
• Experience in medical office management or similar administrative roles is a plus but not required

Join us as an Office Administrator and become an essential part of a passionate team dedicated to creating stunning landscapes! Your energy, organization skills, and proactive approach will help us grow while providing outstanding service to our clients.

Pay: $18.00 - $21.00 per hour

Work Location: In person