Office Administrator

Job Description

Job Description

Cultivated Landscape Management is looking for a talented Office Administrator with a minimum of 2 years of prior working experience in a similar role. High school diploma or equivalent required. Must be proficient with computer software programs including MS Office suite (Word, Excel, and Outlook), experience with Intuit QuickBooks a plus. Effective oral and written communication skills are a must. Spoken and written fluency in Spanish highly preferred. The ability to manage deadlines, prioritize tasks, and adapt to fluctuating workloads is expected. Must be self-motivated and take initiative to identify and complete productive tasks during slower periods while remaining flexible and responsive during busier times.

Job Responsibilities:

Accounts Payable:

o Accurately enter vendor invoices into accounting software

o Match purchase orders and packing slips to invoices

o Reconcile statements and resolve discrepancies with vendors

o Prepare checks and/or electronic payments for approval and processing

o Maintain and update vendor files and contact information

o Obtain, update, and track business licenses, track monthly and yearly requirements for DOT and DMV

Ordering:

o Assist in placing orders for plants, landscaping materials, tools, and equipment based on project needs and inventory levels

o Communicate with vendors and suppliers to ensure timely delivery, accurate pricing, and availability

o Track orders and update delivery schedules; follow up on back orders or delays

o Resolve any discrepancies with suppliers

o Coordinate with the field crew and project managers to anticipate material needs

o Assist in monitoring inventory levels in the field

o Assist with budgeting, cost comparisons, and negotiating vendor pricing when appropriate

o Ensure all procurement activities comply with company standards and project deadlines

Data Entry & Administration:

o Assist with payroll data entry, timecard audits, and OCIP tracking

o Assist in tracking of field staff PTO requests

o Answer and direct phone calls and emails in a professional manner

o Greet clients and visitors, providing excellent customer service

o Update and maintain spreadsheets, logs, and financial reports as needed

o Assist in tracking job progress and managing calendars

o Support the management team with administrative tasks and special projects

o Take notes at weekly management meetings

Compensation Package:

· Base salary: $54,000–$62,000 per year, based on experience

· 5 days sick leave annually

· 2 weeks paid vacation annually, accrued throughout the year

· Paid holidays when the office is closed

· 401(k) with 3% company contribution

· Health insurance – 50% employer-paid

· Yearly bonuses based on company/employee performance