Job Title: Office Administrator
Reports To: General Manager / Owner Position Type: Full-Time (with seasonal workflow fluctuations)
Job Summary
We are looking for an organized, proactive Office Administrator to be the operational backbone of our landscape design-build company. In this role, you will bridge the gap between our creative design team, our hardworking field crews, and our clients. You will manage daily office operations, handle initial client inquiries, assist with basic bookkeeping, and ensure our field teams have the administrative support they need to bring beautiful outdoor spaces to life.
The ideal candidate thrives in a dynamic environment, loves creating efficient processes, and doesn't mind a little bit of mud tracked into the office now and then.
Key Responsibilities1. Client Relations & Intake
- Act as the first point of contact for new leads, answering phone calls and emails with a warm, professional demeanor.
- Pre-screen potential clients based on our project minimums, scope, and budget before routing them to our design team.
- Maintain and update our Customer Relationship Management (CRM) system with accurate client details and project status.
2. Project & Field Logistics Support
- Coordinate with Project Managers to track project timelines, weather delays, and schedule changes.
- Assist in calling in utility locates (e.g., Call Before You Dig) prior to excavation dates.
- Organize and file permits, HOA approvals, and subcontractor agreements.
- Help procure or track material deliveries (stone, plants, lumber) by cross-referencing purchase orders with vendor invoices.
3. Financial & Administrative Management
- Handle basic bookkeeping tasks, including processing accounts payable/receivable, generating client invoices based on project milestones, and tracking receipts.
- Prepare weekly timesheet summaries for field crews to assist with payroll processing.
- Manage office inventory, order supplies, and ensure the office space remains tidy and welcoming.
- Oversee incoming and outgoing mail, deliveries, and general company correspondence.
Qualifications & Skills
- Experience: 2+ years of administrative or office management experience. Experience in construction, landscaping, or trades is highly preferred but not mandatory.
- Software Proficiency: Looking for an individual who has experience using QuickBooks, Google Drive, and MS Office.
- Communication: Excellent verbal and written communication skills. You are the "face" of the brand to our clients.
- Adaptability: Comfortable with the seasonal nature of the green industry (spring and summer are incredibly fast-paced; winters shift toward planning and revising processes).
What We Offer
- Competitive hourly wage
- A vibrant, collaborative, and down-to-earth team culture
- Growth opportunities within a expanding company
Pay: $20.00-$30.00 per hour
Benefits:
- Casual dress
- Flexible schedule
- On-site parking
Work Location: Hybrid remote in Odessa, ON
