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Administrative Assistant

The Administrative Assistant provides daily operational support to ensure the office runs efficiently and field teams receive timely and accurate administrative assistance. This position includes managing documentation, communication, scheduling, timekeeping, and general office upkeep. Candidates with lawncare, landscaping, construction, or field-service industry experience are strongly preferred.

Daily Tasks

• Monitor company voicemail and general email.
• Receive and sort incoming mail and packages.
• Maintain organized office, front desk, and shared spaces.
• Ensure printer supplies and breakroom items are fully stocked.
• Create customer, employee, and vendor files.
• Respond to and route emails the same day.
• Collect, sort, and distribute field paperwork.
• Scan, email, and file receipts/invoices in HubDocs.
• File completed paperwork and digital documents.
• Update company calendar and attendance tracker.
• Apply payments in QuickBooks and deposit checks.
• Support LMN Time clock-in/clock-out processes.

Weekly Tasks

• Prepare MAM meeting materials and update metrics.
• Complete weekly payroll reporting.
• Review and process accounts payable; submit weekly payments.
• Enter Azuga maintenance and repair information.
• Record shop hours and equipment repair forms.
• Distribute paychecks and ensure all paperwork is processed.
• Maintain a clean and orderly office environment.

Monthly Tasks

• Review accounts receivable and follow up on 30+ day items.
• Assist bookkeeper with monthly expense questions.
• Send updated equipment and driver lists to insurance.
• Prepare monthly reports as assigned.

Project-Based Tasks

• Assist with onboarding, LMN setup, and uniform orders.
• Update LMN and QuickBooks databases.
• Create seasonal crew binders and assist with invoicing.
• Support vehicle and equipment intake processes.
• Assist in policy and procedure development.
• Submit OUPS tickets and manage COIs.
• Monitor and replenish office, kitchen, and safety supplies.

Qualifications:

• 2+ years of administrative experience required.
• Experience in lawncare, landscaping, construction, or similar preferred.
• Proficiency with QuickBooks, HubDocs, LMN, and Microsoft Office.
• Strong organization skills and attention to detail.
• Ability to multitask and work independently.
• Professional communication skills.