Landscaping Office Manager

Job Description

Job Description

Position Summary

We are seeking a highly organized, dependable, and proactive Landscaping Office Manager to oversee the day-to-day office operations of our landscaping company. This person will serve as the primary point of contact for customers, vendors, field crews, and company management, helping ensure jobs are scheduled efficiently, customers are taken care of, and daily operations run smoothly.

The ideal candidate is a self-starter who can multitask, solve problems, communicate effectively, and take ownership of responsibilities with minimal supervision.

Key Responsibilities

Office Management

• Oversee day-to-day office operations and ensure everything runs smoothly.
• Answer incoming phone calls, emails, and customer inquiries.
• Maintain organized customer, vendor, and job records.
• Coordinate calendars, appointments, and meetings as needed.
• Develop and maintain efficient office procedures and systems.
• Provide general office support to company ownership and management.

Customer Service & Client Management

• Serve as the primary point of contact for customers.
• Respond promptly and professionally to customer questions, requests, and concerns.
• Schedule estimates, consultations, landscaping services, and follow-up appointments.
• Prepare and send customer proposals, estimates, contracts, and service agreements.
• Follow up with prospective customers on outstanding estimates and proposals.
• Communicate schedule changes, weather delays, and service updates to customers.
• Resolve customer concerns and coordinate solutions with management or field crews.
• Maintain positive relationships with existing customers.

Scheduling & Operations Coordination

• Coordinate daily and weekly schedules for landscaping crews.
• Schedule new jobs and assign work based on crew availability and job requirements.
• Communicate job details, customer requests, and special instructions to field crews.
• Coordinate schedule changes due to weather, customer requests, or operational needs.
• Monitor job schedules and help resolve scheduling conflicts.
• Coordinate with field supervisors and management to ensure jobs are completed as scheduled.
• Help maintain an organized workflow between the office, customers, and field teams.

Vendor Management, Invoices & Payments

• Maintain relationships and communicate with vendors and suppliers.
• Receive, review, and organize vendor invoices.
• Verify invoice details and confirm goods or services were received.
• Obtain management approval for invoices when required.
• Enter invoices into the appropriate payment system.
• Schedule and process vendor invoice payments according to approved procedures and payment terms.
• Maintain organized records of invoices, approvals, and payment confirmations.
• Communicate with vendors regarding invoice discrepancies, payment status, and account questions.
• Follow up on outstanding vendor invoices and resolve payment-related issues.
• Request vendor quotes and coordinate orders for landscaping materials and supplies as needed.

Management Support

• Assist ownership and management with day-to-day operational needs.
• Provide updates on scheduling, customer concerns, vendor issues, and outstanding tasks.
• Identify operational issues and recommend practical solutions.
• Follow through on assigned responsibilities and ensure important tasks are completed.
• Maintain confidentiality regarding company and customer information.
• Perform other duties directly related to office operations as needed.

Compensation & Benefits

• Salary: $45,000–$55,000 per year , based on experience and qualifications
• Benefits package available
• Flexible work schedule
• Paid time off
• Paid holidays
• Opportunities for additional benefits based on company offerings
• Friendly, team-oriented work environment
• Opportunity to grow with an established landscaping company

Qualifications

• At least 2 years of office management, customer service, or operations coordination experience preferred.
• Experience in landscaping, construction, property services, or a similar industry is a plus.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Professional, friendly, and customer-focused approach.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong attention to detail and follow-through.
• Comfortable communicating with customers, vendors, field crews, and management.
• Proficiency with Microsoft Office, Google Workspace, and general office software.
• Experience with scheduling software, CRM systems, or vendor payment platforms is a plus.
• Ability to work independently, exercise good judgment, and take initiative.

What We’re Looking For

We are looking for someone who is dependable, organized, resourceful, and willing to take ownership of the office’s daily operations . The right candidate will be the person who keeps customer communication on track, ensures landscaping crews are properly scheduled, maintains vendor relationships, and makes sure invoices are processed and paid on time.

Scope of the role: This position includes office management, customer service, job scheduling, vendor coordination, and vendor invoice payments. It excludes bookkeeping, accounting, HR, payroll, fleet and equipment management, administrative compliance, and marketing responsibilities.