Landscaping office assistant

Job Summary:

Care Ease Lawn is seeking a highly organized and proactive Landscaping Office Assistant to support sales operations, scheduling, administrative tasks, and office management. This role requires excellent communication skills, attention to detail, and the ability to multitask in a fast-paced environment. The ideal candidate will assist with client relations, scheduling crews, managing office operations, handling inventory, and supporting financial and HR functions.

Key Responsibilities: Sales & Client Relations:

• Assist in sales operations, including lead generation, client communication, and closing deals.
• Create and send estimates; follow up on all estimates and inquiries.
• Convert approved estimates into jobs and schedule them accordingly.
• Maintain customer relationships and handle inquiries related to landscaping services.
• Follow up with all customer complaints and schedule re-service visits as needed.

Scheduling & Coordination:

• Schedule daily and recurring tasks for landscaping crews.
• Schedule estimates and coordinate client appointments.
• Arrange meetings for the Owner within the company.
• Coordinate schedules, meetings, and office communications for yourself and the Lead Estimator.
• Collaborate with the Owner and labor crews to improve overall efficiency.

Administrative & Office Management:

• Manage office tasks such as filing, scheduling, and administrative support.
• Oversee office operations to ensure smooth daily activities.
• Handle inquiries and provide product or service information.
• Create marketing materials and advertisements using systems, including lawn signs, mailers, and publications as requested.
• Order and manage office supplies, equipment, and landscaping materials inventory.
• Track all inventory and create purchase request sheets for employee requests.

HR & Accounting Support:

• Assist with invoicing, payroll processing, and financial record-keeping.
• Verify employee timesheets for the prior workday.
• Help with HR and accounting functions as needed.
• Manage paper receipts and maintain organized filing systems.

Qualifications:

• High school diploma or equivalent (Associate’s degree preferred).
• Previous experience in an administrative, sales, or office management role (experience in landscaping or construction is a plus).
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and scheduling software.
• Strong organizational, multitasking, and time-management skills.
• Excellent verbal and written communication skills.
• Ability to work independently and take initiative.
• Experience with QuickBooks or financial record-keeping is a plus.

Work Environment:

• Office setting with occasional outdoor work or site visits.
• Fast-paced, team-oriented environment.
• Regular interaction with customers, team members, and vendors.

Job Types: Full-time, Part-time

Pay: $18.35 - $22.50 per hour

Expected hours: 20 – 30 per week

Benefits:

• Paid time off
• Referral program

Schedule:

• 4 hour shift
• 8 hour shift
• Monday to Friday
• Weekends as needed

Ability to Commute:

• Orchard Park, NY 14127 (Required)

Ability to Relocate:

• Orchard Park, NY 14127: Relocate before starting work (Required)

Work Location: In person

Salary : $18 - $23