Department Administrator - Landscape Maintenance

Job Function:

To assist Landscape Maintenance operations with office functions, record maintenance activities, and administrative duties.

Use of Company Vehicle:

• Not required to drive a company vehicle

Duties:

• Performing bookkeeping tasks such as invoicing, inventory monitoring and reconciliation, creating customer contracts, monitoring accounts receivable, and budget tracking
• Maintaining general office files, including job files, vendor files, sales leads, customer contracts, job proposals, and other files related to the Landscape department
• Serve as a liaison between the Landscape department and customers
• Purchasing of office supplies, office equipment, and office furniture
• Overseeing the maintenance of office facilities and office equipment
• Collect, process, and distribute incoming vendor invoices and work with Accounts Payable to ensure they are paid
• Work with Transportation department to ensure landscape vehicles have proper insurance and DOT paperwork on file
• Prepare ad-hoc reports for Director and leadership as requested
• Assist team in ordering of supplies and materials to be used on landscape job sites
• Aggregate timesheets from team members and contractors for tracking and billing purposes
• Create accurate customer invoices on a monthly basis and discuss charges with customers
• Respond to telephone, email, and walk-in inquiries from existing and prospective customers, team members, vendors, and other constituents
• Assist with monitoring of time and attendance requests and records
• Willing and timely execution of other duties as delegated by leadership

Minimum Requirements:

• High school diploma or a bachelor’s degree in business, administration, or a related field
• Proven experience as an office administrator, office assistant or relevant role
• Basic knowledge of Spanish communication preferred but not required
• Familiarity with basic accounting principles
• Comfortable handling confidential information
• Proficient in Microsoft Office software applications such as Word, Excel, PowerPoint, and Outlook
• Excellent communication skills, both written and verbal
• Must have ability to courteously present information to team members or customers
• Consistently aspires to fulfill Sea Island’s core company values (Respect, Integrity, Passion, Teamwork, Accountability, Caring, Loyalty & Trust)
• Must possess a positive attitude and have the ability to work with a variety of people
• Must be detail oriented and able to manage competing priorities and multiple deadlines in a fast-paced environment
• Uphold and ensure compliance with all company and departmental policies and procedures
• Ability to easily adapt to organizational and environmental changes
• Maintains cleanliness and organization in all work areas
• Report to work at the scheduled time, neatly groomed and in compliance with Company dress code policy