Office & Finance Manager

ABOUT OAKLAWN LANDSCAPING

OakLawn Landscaping is an award-winning, family-owned landscape company that has proudly served Howard County and the surrounding areas for more than 25 years. We specialize in creating and maintaining exceptional residential and commercial landscapes while building lasting relationships with our clients through professionalism, integrity, and outstanding customer service.

As we continue to grow, we’re looking for an experienced Office & Finance Manager to become one of the most important members of our leadership team.

This is far more than a traditional office manager position. Reporting directly to the President, you’ll oversee the company’s administrative, financial, human resources, and compliance functions while helping build the systems and processes that support our continued growth.

If you’re looking for a long-term career where your work truly makes an impact, we’d love to meet you.

POSITION OVERVIEW

The Office & Finance Manager is responsible for leading the day-to-day administrative and financial operations of OakLawn Landscaping. This position oversees accounting, payroll, human resources administration, customer records, compliance, insurance, licensing, office operations, vendor management, budgeting, reporting, and process improvement.

The ideal candidate is organized, proactive, financially minded, and passionate about building efficient systems while supporting both our office and field teams.

WHAT YOU’LL DO

Executive Support

• Work directly with the President on company operations and strategic planning.
• Assist with annual budgets, business planning, and company goals.
• Develop and improve Standard Operating Procedures (SOPs).
• Monitor Key Performance Indicators (KPIs).
• Recommend operational improvements that increase efficiency and profitability.
• Help build systems that allow the company to continue growing.

Accounting & Finance

• Manage Accounts Receivable, including invoicing, collections, and payment application.
• Manage Accounts Payable and vendor payments.
• Maintain accurate QuickBooks records.
• Perform bank and credit card reconciliations.
• Assist with budgeting and forecasting.
• Produce financial and job-cost reports.
• Track profitability by monitoring labor, materials, subcontractors, and overhead.
• Support CPA and year-end accounting activities, including W-2s and 1099s.

Payroll

• Process weekly payroll accurately and on time.
• Review employee timecards.
• Track Paid Time Off (PTO).
• Manage payroll deductions and corrections.
• Respond to employee payroll questions.
• Ensure payroll compliance with all applicable laws.

Human Resources

• Coordinate recruiting and hiring support.
• Conduct new employee onboarding and orientation.
• Process I-9s, W-4s, and employment documentation.
• Maintain confidential employee files.
• Track employee certifications, licenses, and renewal deadlines.
• Coordinate employee benefits administration.
• Support employee documentation and investigations.

Office Administration

• Maintain customer records and project files.
• Track contracts, proposals, and service agreements.
• Answer phones and assist customers.
• Coordinate office purchasing and supplies.
• Maintain office technology and software systems.
• Organize company records and filing systems.
• Support scheduling and communication between office and field staff.

Compliance & Risk Management

• Maintain OSHA documentation.
• Coordinate company safety meetings.
• Track Workers’ Compensation documentation.
• Manage contractor licenses and permit renewals.
• Coordinate insurance renewals.
• Maintain Certificates of Insurance and W-9s.
• Prepare documentation for insurance and financial audits.
• Ensure compliance with federal, state, and local regulations.

Operations Support

• Support production reporting and job costing.
• Assist with inventory management.
• Coordinate fleet documentation and vehicle registrations.
• Maintain equipment and asset records.
• Assist with purchasing.
• Support operations meetings and reporting.

Leadership

• Supervise administrative staff.
• Hire, train, coach, and mentor office employees.
• Create and improve office procedures.
• Promote accountability and continuous improvement.
• Foster a positive, professional team environment.

WHAT WE’RE LOOKING FOR

Required Qualifications

• Five (5) or more years of experience in office management, accounting, finance, business administration, or operations management.
• Strong experience with Accounts Receivable, Accounts Payable, Payroll, and QuickBooks.
• Advanced Microsoft Office skills, especially Excel.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• High level of professionalism and confidentiality.
• Strong analytical and problem-solving abilities.
• Ability to prioritize multiple responsibilities in a fast-paced environment.

Preferred Qualifications

• Experience in the landscaping, construction, or service industries.
• Experience using Aspire, LMN, Service Autopilot, or similar business management software.
• Experience with ADP, Paychex, or Gusto payroll systems.
• Bilingual (English/Spanish).
• Notary Public certification.

WHY JOIN OAKLAWN?

At OakLawn Landscaping, you’ll become a key leader within our organization—not just another office employee.

You’ll work directly with the President to help shape the future of the company, improve internal systems, support an outstanding team, and make a measurable impact on our continued growth.

We believe in hiring exceptional people, giving them the tools to succeed, and providing opportunities for long-term career advancement.

BENEFITS

• Competitive Salary
• Performance Bonus Opportunities
• 401(k) Retirement Plan
• Health Insurance
• Dental Insurance
• Supplemental Insurance Options
• Paid Vacation
• Paid Sick Leave
• Paid Holidays
• Company Phone
• Company Laptop and/or iPad
• Employee Discount
• Professional Development Opportunities
• Career Advancement

REQUIREMENTS

• Valid driver’s license with an acceptable driving record.
• Ability to pass a background check.
• Ability to pass a pre-employment drug screening.
• Must sign confidentiality, non-disclosure, and non-solicitation agreements.
• Ability to occasionally lift up to 50 pounds.
• Primarily office-based with occasional visits to job sites.

OUR IDEAL CANDIDATE

You’re someone who thrives on organization, takes ownership, and enjoys making a business run more efficiently. You’re equally comfortable managing financial details, supporting employees, improving processes, and solving problems before they become issues.

Most importantly, you’re looking for more than just a job—you want to become a trusted leader within a growing company where your contributions truly matter.

Join OakLawn Landscaping and help us build the next chapter of our success.