09/04/2026
Now Hiring an Office Manager!
Position Overview-
We are seeking a dependable, organized, and motivated Office Manager to oversee the day-to-day administrative operations of a growing landscape maintenance company. This position will play a key role in keeping the office organized, ensuring customers are taken care of, maintaining accurate financial records, and supporting field operations.
The ideal candidate is detail-oriented, professional, comfortable working independently, and able to manage multiple priorities in a fast-paced environment. Experience in landscaping, construction, property maintenance, or another service-based business is preferred but not required.
Key Responsibilities-
Office & Secretarial Duties-
* Manage daily office operations and administrative tasks.
* Answer incoming phone calls, emails, and customer inquiries professionally and promptly.
* Schedule appointments, meetings, estimates, and other business activities.
* Maintain organized digital and physical files and customer records.
* Prepare correspondence, documents, reports, and other office materials.
* Manage incoming and outgoing mail and business correspondence.
* Maintain company calendars and schedules.
* Assist the owner and management team with administrative tasks and special projects.
* Maintain confidentiality of customer, employee, and company information.
* Order and maintain office supplies as needed.
Customer Service-
* Serve as a primary point of contact for customers.
* Respond to customer questions, concerns, and service requests.
* Communicate schedule changes, weather delays, and other service-related information to customers.
* Document customer communications and follow up on outstanding issues.
* Maintain accurate customer contact information and account records.
* Help resolve customer concerns professionally and efficiently.
Accounts Receivable & Invoicing-
* Prepare and send customer invoices accurately and on time.
* Review completed work orders to ensure all billable work is invoiced.
* Process recurring service invoices and contract billing.
* Monitor outstanding customer balances and accounts receivable.
* Follow up with customers regarding past-due invoices and payments.
* Record and reconcile customer payments.
* Maintain accurate accounts receivable records.
* Assist with deposits and basic bookkeeping functions.
* Communicate outstanding balances and collection concerns to management.
* Work with the company’s accountant/bookkeeper as needed.
Work Orders & Job Documentation-
* Create and maintain customer work orders.
* Enter job details, requested services, materials, labor, and special instructions.
* Review completed work orders for accuracy and completeness.
* Ensure completed work is properly documented and submitted for billing.
* Maintain organized records of completed work.
* Assist management and field supervisors with job documentation.
Quotes & Estimates-
* Create professional customer quotes and estimates based on information provided by management or field staff.
* Enter labor, materials, equipment, and other job costs accurately.
* Send quotes to customers and track their status.
* Follow up on outstanding quotes when appropriate.
* Convert approved quotes into work orders or scheduled jobs.
* Maintain organized records of accepted and declined estimates.
Standard Operating Procedures (SOPs)-
* Help develop, organize, and maintain company Standard Operating Procedures.
* Document office procedures and workflows.
* Assist management in creating consistent processes for customer communication, scheduling, estimating, invoicing, collections, work orders, and other administrative functions.
* Ensure office procedures are followed consistently.
* Identify opportunities to improve efficiency and organization.
* Update SOPs as company policies and procedures change.
Scheduling & Field Operations Support-
* Assist with scheduling crews and customer services.
* Communicate daily schedules and changes with field employees and management.
* Coordinate customer requests with available crews and resources.
* Assist with tracking weather-related delays and rescheduling.
* Help ensure recurring maintenance services are properly scheduled.
* Communicate important job information, customer requests, and special instructions to field supervisors.
ADDITIONAL RESPONSIBILITIES-
* Assist with employee paperwork and administrative records.
* Maintain employee and customer files.
* Assist with payroll-related administrative tasks and gathering time records.
* Track licenses, certifications, insurance documents, and other business records as assigned.
* Assist with purchasing and vendor communication.
* Help maintain accurate equipment, vehicle, and company records.
* Assist with preparing reports for management.
* Help implement new office systems and software.
* Perform other administrative duties as assigned by the owner or management.
Qualifications-
* Previous office management, administrative, or customer service experience preferred.
* Experience with accounts receivable and invoicing preferred.
* Strong organizational and time-management skills.
* Excellent verbal and written communication skills.
* Professional and friendly telephone manner.
* Strong attention to detail and accuracy.
* Ability to prioritize and manage multiple tasks.
* Ability to work independently with minimal supervision.
* Proficiency with computers, email, Microsoft Office/Google Workspace, and business software.
* Ability to learn and utilize scheduling, estimating, invoicing, and accounting software.
* Previous experience in a landscaping, construction, or other service-based company is a plus.
* Must be dependable, professional, and willing to take ownership of assigned responsibilities.
The ideal candidate will be someone who can become the organizational backbone of the office. This person should be proactive rather than simply waiting for tasks to be assigned, recognize problems before they become larger issues, communicate effectively with customers and employees, and take pride in keeping the company’s administrative operations running smoothly.
Because this is a small and growing company, the Office Manager should be comfortable wearing multiple hats and assisting wherever needed. The position provides an opportunity for the right individual to have a meaningful role in improving and developing the company’s office systems and procedures.
Competitive Pay based on experience!
Reach out to Dillon at 814-574-9169 or [email protected] with interest and/or questions.
