What are the responsibilities and job description for the Administration and Sales Support position at Oakridge Landscape Inc?

Job Description

Description :

Oakridge Landscape, Inc., a privately held leader in the commercial and residential landscape industry, has been setting the standard for service excellence for over 40 years. With locations across Valencia, Chatsworth, Camarillo, and Santa Maria, we serve clients from Los Angeles County to the Central Coast. As a family-oriented, fast-paced company, we pride ourselves on maintaining a dynamic and supportive work culture that values every team member’s contribution.

We are currently seeking an organized, detail-oriented, and proactive individual to join our team as an Administration and Sales Support professional. This role will support both our administrative operations and sales teams by managing a variety of tasks, including travel coordination, client interactions, document preparation, data entry, and more. If you're passionate about contributing to the success of a well-established company and enjoy taking on multiple responsibilities in a fast-moving environment, we would love to hear from you!

Office Administrative Responsibilities

Answer Customer questions by directing them to the correct person
Note all PO numbers provided by the customer for billing purposes
Send Proposals to customers
Attended Sales and Estimation internal meetings and note taking to update our data
Maintained Office supplies
Assist with estimation takeoff as needed
Download plans and start the "check-in" process for new bid invites as requested
Enter expense receipts to create POs
Booked hotel, restaurant and travel reservations
Purchased tickets for Marketing and trade show events
Monitored and updated the event calendar for the sales team within Monday and created calendar invites in outlook for these events
Printed plans, reports and agendas.
Coordinated completion of vendor update forms and obtaining business licenses
Coordinated obtaining notarized signatures for various documents
Attended Sales and Estimation internal meetings and took notes to update our data
Added proposals, contracts and project values into Monday.com database
Updated project status whiteboard in estimation bullpen
Create "contract check-list" for each awarded job.

Sales Support Responsibilities

Travel arrangements when needed such as booking functions, events tickets reservation, lodging and travel.

Help track client interactions and nudge sales staff when a follow-up should occur.

Evaluate bid invitations and plans based on specific criteria and use the information to complete the check-in.

Help complete training documentation for estimation staff.

Become Monday.com expert and assist divisions implementing its use for sales data collection and reporting.

Communicate with estimation staff to update project estimation status on daily basis (infrastructure to do this exists and with a little more work, daily updates can be tracked with a Kanban board style approach)

Retrieve monthly or bi-weekly price updates from specified set of vendors and upload results into Monday database and bid pricing templates.

Quality check reports generated in Monday.com to ensure accuracy.

Update sales estimation priority list based on specified criteria.

Assist with contract review process and annotating final contract and proposals to alert project management team to changes.

Request "Prelim sheets" from client contract administrators when contract is received

If you're looking to make an impact at a company that values service and teamwork, consider applying for this exciting opportunity at Oakridge Landscape, Inc.!

Requirements :

Proficiency in using MS Office (Word, Excel)

Strong organizational skills with the ability to multitask and prioritize task effectively

Knowledge of QuickBooks helpful

Monday.com

Sales experience a plus

Ability to coordinate projects and work collaboratively with team members

Spanish speaking preferred

This is an onsite position to meet the requirements of the role

Other tasks as assigned

Virtual Assistant or Office Administrative Assistant.

Knowledge of office management systems and procedures.

Working knowledge of office equipment, such as printers and fax machines.

Proficiency in MS Office (Excel, Word, and PowerPoint –mostly–).

Excellent time management skills and the ability to prioritize work.

Attention to detail and problem solving skills.

Excellent written and verbal communication skills.

Strong organizational skills with the ability to multi-task.

Landscape / Construction Experience preferred.

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