Benefits:

Opportunity for advancement

401(k) matching

Health insurance

Administrative Assistant

Job Summary: We are seeking a detail-oriented and organized Administrative Assistant to join our landscaping team. This multifaceted role supports both administrative operations and financial processing. The ideal candidate will be responsible for office coordination, vendor and customer communication, warranty management, and a range of accounting tasks, including accounts payable, bank and credit card reconciliations, and customer payments. A strong working knowledge of general ledger functions, balance sheets, and profit & loss statements is essential. This is a key support role in ensuring smooth day-to-day business operations across departments.

Key Responsibilities:

Answer and manage phone calls, emails, and inquiries from clients, vendors, and employees.

Schedule appointments, client consultations, and follow-ups.

Maintain and update client records, contracts, and job schedules.

Process payroll support as needed.

Accounting & Finance:

Perform Accounts Payable (AP) functions:

Enter and code vendor invoices with appropriate job and department allocation.

Match purchase orders, packing slips, and invoices.

Reconcile vendor statements and resolve discrepancies.

Prepare and process payments to vendors in a timely manner.

Perform Accounts Receivable (AR) functions:

Process incoming payments from customers (checks, ACH, credit card).

Generate and send customer invoices as needed.

Record and apply payments accurately in Quickbooks

Complete monthly credit card and bank reconciliations to ensure accurate financial reporting.

Assist with general ledger maintenance and journal entries.

Support the preparation and review of balance sheets, P&L statements, and other internal financial reports.

Collaborate with CFO and Office manager to support month-end close processes.

Administrative Support:

Maintain office organization and ensure all administrative processes run smoothly.

Assist in tracking expenses and budget updates.

Manage and enter warranties for landscaping products and services.

Communicate with vendors and manufacturers regarding warranty claims.

Provide warranty documentation and support to customers as needed.

Qualifications & Skills:

Previous experience in administrative roles, preferably in landscaping, construction, or a similar industry.

Strong organizational and time-management skills.

Excellent verbal and written communication skills.

High proficiency in Microsoft Office (Excel, Outlook, Word); experience with QuickBooks or similar accounting software is required.

Solid understanding of basic accounting principles and financial processes.

Experience with AP/AR, reconciliations, and general ledger accounting.

Ability to multitask, prioritize work, and adapt in a fast-paced environment.

Customer service-oriented mindset.

Experience handling warranties or contract documentation is a plus.

Education & Experience:

High school diploma or equivalent (Associate’s or Bachelor’s degree in Accounting, Business Administration, or a related field preferred).

2–4 years of administrative and accounting experience, preferably in landscaping, construction, or a similar service industry.

Work Environment:

Office-based with regular communication with field staff, vendors, and customers.

May require light physical activity, such as organizing files or materials.