Administrative Office Manager

Job Description

Job Description

Overview

We are seeking a highly organized and detail-oriented Office Administrator to join our growing landscaping company. The ideal candidate will manage daily office operations, support field crews, and ensure smooth communication between clients, vendors, and management. This role is key to keeping projects, schedules, and administrative tasks running efficiently.

Key Responsibilities

Administrative & Office Management

• Answer phones, emails, and customer inquiries in a professional and timely manner
• Schedule estimates, jobs, and crew assignments
• Maintain company calendar and project schedules
• Prepare and organize job folders, contracts, and invoices
• Track and order office and field supplies
• Maintain accurate filing systems (digital and physical)

Customer Servic e

• Provide excellent customer support and follow up on service requests or estimate

Accounting & Recordkeeping

• Process invoices, receipts, and payments (Sage software)
• Assist with payroll and time sheet collection
• Reconcile credit card statements and expense reports
• Maintain job costing and project budget records

Operations Support

• Coordinate with field crews and management to ensure schedules and materials are aligned
• Communicate job details, change orders, and special instructions
• Assist with permits, vendor coordination, and delivery scheduling
• Track equipment usage and maintenance logs

Qualifications

• 2+ years of office administration experience (landscaping, construction, or similar field preferred)
• Proficiency with Microsoft Office (Word, Excel, Outlook) and Sage
• Strong communication and organizational skills
• Strong Ability to multitask and prioritize in a fast-paced environment
• Friendly, professional demeanor with strong customer service skills
• Experience in scheduling or dispatching a plus
• Knowledge on certified payroll reports (prevailing wage)

Benefits

• Competitive hourly wage or salary (based on experience)
• Growth opportunities within the company
• Supportive and team-oriented work environment

About FP Executive landscapes

FP executive landscapes is a locally owned and operated landscaping company specializing in high-quality outdoor spaces. Our team takes pride in professionalism, craftsmanship, and customer satisfaction. We’re looking for someone who shares our commitment to excellence and wants to grow with our business.