Office Manager / Executive Assistant

Job Description

Job Description

Abundant Lawn is seeking an enthusiastic, efficient, and organized professional to join our growing team.

Overview: Manage the back-office administrative processes and tasks for Abundant Lawn, including handling customer phone calls,
maintaining files, scheduling daily routes for our trucks, printing job-related documents, recording and depositing payments, light bookkeeping/organization, maintaining CRM data, helping with light marketing (staff photos, etc.) and handling miscellaneous ordering for the office.

Abundant Lawn is a family owned and operated local business in St. Petersburg. The right candidate will be willing to learn, able to multitask, and excited by opportunities for growth. This person should be interested in helping to continue building the company culture and improve our processes and organization. This person should be well-equipped to use basic technology such as a CRM system and able to manage priorities by order of time sensitivity. The right candidate will be a self starter who is able to work independantly, but also collaborate with our team, including the owner, marketing manager, customer service, sales, and operations staff, and our lawncare technicians. 

Key Accountabilities:
-Efficiently log and manage phone and email communications with customers, working together with our existing customer service staff; trouble shoot / coordinate with operations team as needed to ensure customer satisfaction
-Manage and update maintenance scheduling through Jobber, our CRM system
-Coordinate with Sales Team to schedule estimates and service calls
-Act as HR liason for new hires, launch onboarding and training processes, instilling our company culture and protocols
-Maintain accurate digital and paper records (ie receipts for ordering supplies, etc.)

Ongoing Task Execution:
-Create and Maintain Employee Files, Manage Hiring Paperwork – As Needed 
-Log customer payments in Jobber (landscaping CRM) - Daily
-Setup and Print Lawncare Routes for following day - Daily
-Review / Respond to email and text communications - Daily
-Schedule Service Calls / Follow Up Calls - Daily
-Answer Calls and Schedule Estimates - Daily
-Process Payroll - Weekly
-Call and Maintain Delinquent Customer Accounts / Collect Payments – Weekly
-Maintain Data on Office Board - Weekly
-Log Photos in Key Client System - Weekly
-Inventory & Order Marketing and Office Supplies – Monthly or as needed
-Assist in Onboarding Employees – As Needed
-Review Previous Day Activities – As Needed

Required Outputs:
-Create and Send PDF Invoices to Key Clients - Monthly
-Payroll Report - Weekly
-Customer Follow Up Report - Weekly
- Customer Data Updates - Monthly
-Inventory and Order Report - Monthly
-New Accounts Report - Weekly

Technical Knowledge, Experience, Skills:
-Basic iMac or Windows Computer Skills
-Basic Professional Writing Skills (ie customer emails and texts)
-Basic Google Sheets knowledge
-Intermediate Jobber (CRM / Field Service Management) Knowledge (Training Supplied)
-Ability to use an iPhone
-Ability to manage shared calendars
-Intermediate Customer Service Skills
-Basic QuickBooks knowledge (or ability to learn)
-Ability to use a variety of office equipment
-1-2 years of office experience
-Basic ADP Payroll Entry knowledge (or ability to learn)