Job Title: Administrative Assistant
Compensation: $30 – $35/hour, health insurance benefits, 401k, PTO
Schedule: Full-Time
Reports to: Office Manager

Position Overview

The Administrative Assistant provides essential support to the office by assisting payroll, handling administrative and client-facing tasks, and assisting with estimating and invoicing processes. This position requires strong organizational skills, attention to detail, and effective communication abilities.

Requirements

• Experience with payroll processing

• Proficiency in Microsoft Office 365 (Word, Excel, Outlook, etc.)

• Strong organizational and communication skills

• Ability to manage multiple tasks and meet deadlines

• Prior experience in landscaping, construction, or service-based industries a plus

Key Responsibilities

Administrative & Office Support

• Answer and route incoming phone calls

• Greet and assist clients, prospects, and vendors/subs

• Assist the Office Manager with daily administrative tasks and special projects

• Set up job folders and maintain organized records

Payroll & Invoicing

• Assist with payroll preparation and processing

• Process completed jobs for invoicing

• Prepare and process monthly landscape maintenance invoices (non-time and materials) for review

Estimating & Quoting

• Prepare quotes for:

  • Landscape installations and enhancements

  • Landscape maintenance services

  • Mulch blowing services

  • Yearly snow and ice removal contracts

• Coordinate with managers to update and send quotes to clients

Scheduling & Reporting

• Call OUPS service for job notifications and scheduling

• Organize monthly bed maintenance and lawn fertilization forms for invoicing

• Update the Landscape Maintenance Property Audit Schedule monthly based on client manager feedback and audit timelines

If you are qualified for this position, we would like to hear from you.  Please respond to this posting and include a copy of your resume.