Office Administrator

JOB SUMMARY

The Office Administrator is responsible for managing client communications, supporting project scheduling, handling administrative tasks, bookkeeping and ensuring accurate record-keeping. This role also collaborates with team members on specific projects and assists with HR-related tasks as needed. The candidate will be detail-oriented, organized, and proficient in office software, with excellent communication skills and a proactive approach to problem-solving.

DUTIES AND RESPONSIBILITIES

1. Client Support & Scheduling

• Serve as a point of contact, handling customer inquiries via phone and ensuring exceptional customer service.
• Coordinate and schedule quotes for account managers.
• Schedule, confirm, and document recurring maintenance services to ensure timely delivery.
• Keep clients informed of scheduled work and any updates.

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2. Data Management & Reporting

• Prepare month-end reports, including attendance tracking, source tracking, labor tracking and accounts payable.
• Organize and distribute reports and schedules efficiently in a timely manner.

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3. Bookkeeping Assistance

• QuickBooks management. Track and code expenses and receipts accurately in QuickBooks to support financial accuracy and reporting.

4. Human Resources Assistance

• Support HR tasks such as onboarding and offboarding processes.
• Support Training and Education Manager with tracking and scheduling.
• Take on assigned special projects, providing support to various team members as needed.

5. Perform minor tech support as needed.

6. Perform any tasks to assist in keeping a clean, safe, and efficient working environment.

7. Adhere to all company policies, procedures, and state and federal regulations.

8. Participate in a variety of internal meetings to maintain knowledge of industry requirements, support optimal customer care, and maintain team collaboration.

9. Other duties as assigned. The position may also be modified to accommodate the specific needs of the business.

POSITION QUALIFICATIONS

Minimum Qualifications:

• High school diploma or equivalent.
• 3-5 years of experience in a similar administrative role.
• 1-2 years of experience in HR-related tasks.
• Experience in QuickBooks
• Proficient in Microsoft Excel.
• Ability to read, write, speak, and comprehend English to communicate effectively.
• Excellent organizational, multitasking, and problem-solving skills. Detail oriented. High level of integrity and ethical behavior.
• Proficient computer skills and ability to quickly learn new technology.
• Ability to pass a criminal background and reference check per company policy.

Preferred Qualifications:

• Experience with SingleOps software.

PHYSICAL REQUIREMENTS

• Role may require standing, walking, squatting, sitting, typing, bending, reaching, twisting, repetitive hand movements, and driving.
• Hearing must be adequate to perform job duties in person, over the telephone, and in virtual meetings.
• Visual acuity must be adequate to perform job duties, including visual examination of information from printed sources and computer screens.
• Must be able to remain stationary in a sitting or standing position up to 95% of the time.
• Must be able to lift, carry, push, pull or otherwise move anywhere from 5 lbs. - 20 lbs. Lifting overhead is seldom required.

REGULAR WORKING CONDITIONS

• This position will spend 95% of the time in an indoor office environment.
• Requires driving and other travel up to 5% of the time.
• This position will have intermittent supervision.
• The regular weekly schedule for this position will be as follows:

o Monday - Friday, 9:00 AM PST – 5:00 PM PST

o Pay: $26.00 per hour

o This position is in-person only.

DIRECT REPORTS

This position will have no direct reports.

Company History

Since 1983, Kaleidoscope Inc. has been transforming landscapes with unwavering dedication to quality and professionalism. Over the decades, we’ve grown into a trusted name in the landscape industry and business community by consistently setting and maintaining the highest standards.

Our core expertise lies in landscape management and horticultural services for residential properties and estates. From the ground up, we’ve built a reputation for excellence by employing skilled professionals, leveraging cutting-edge industry technology, and using top-tier commercial equipment.

At Kaleidoscope, we go beyond aesthetics—our commitment to sustainable horticultural practices reflects our mission to preserve and enhance the natural environment for future generations. Whether it’s creating serene outdoor spaces or maintaining vibrant gardens, we are proud to serve clients who expect nothing less than exceptional quality and service.

Why Join Us?

• Be part of a supportive, collaborative team that values your contributions.
• Gain exposure to dynamic projects in the landscaping industry.
• Enjoy competitive compensation and opportunities for growth.

If you're ready to take on a role where your organizational talents and tech skills make a real impact, we’d love to hear from you!

Job Type: Full-time

Pay: $26.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Job Type: Full-time

Pay: $26.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to Commute:

• Shoreline, WA 98133 (Required)

Ability to Relocate:

• Shoreline, WA 98133: Relocate before starting work (Required)

Work Location: In person

Salary : $26