Assistant Office Manager

Assistant Office Manager

The Assistant Office Manager provides administrative and light managerial duties by working closely with the owner/operator as well as field workers on a daily basis covering a wide variety of tasks related to the landscaping industry. Most activities involve being inside and in an office environment & the possibility of simple outdoor tasks (no manual labor) from time to time (i.e. errands, measurements, bank/mail runs, etc.). Basic administrative tasks take up the majority of the work day including many small projects that are completed in unison with the owner. The use of a CRM system is necessary and used daily to ensure the most efficient use which we will fully train you on.

Essential Duties & Tasks:

• Coordinating with crews with different jobs that need to be done daily & weekly; the app & to do list
• Cross training in other areas of both operations divisions to allow for smooth operation during necessary seasons and/or in absence of one or more team members. Assumes core responsibilities of other Supervisors/Managers as needed.
• Employee Management & Development
• Maintains department morale, works on employee development, motivation, and retention.
• Maintains documentation in order to report on employee progress and provide supported recommendations.
• Spends time on field crew inquiries
  • Includes answering crew questions or assisting with any needs they may have.
  • Identifying, developing, administering, maintaining documentation and tracking training as needed
  • Completes regular skill evaluation and compensation review of employees.
  • Assists in completing employee evaluations and performance reviews.
  • Conducts new hire orientation as assigned.
  • Monitors and assists with time off requests.

Customer Service:

• Answers and/or returns phone calls and emails from customers.
  • Enters re-dos, leads, and calls in CRM as needed.
  • Completes courtesy visits including quality control checks of production crews.
  • Enforcer of standards, ensures high level of customer satisfaction maintained, and understands company programs, services, and knowledgeable enough to answer customer FAQs.
  • Resolves customer complaints while trying to maintain a win/win solution for customer and company.

Internal Communications:

• Participates professionally in assigned meetings (including crew, supervisor, and company meetings).
• Communicates effectively with many different leveled employees within the organization, from unskilled/skilled labor level, to Sales, Administrative and Management Team Members.
• Successful resolution of issues in a positive, cooperative timely, and professional manner while trying to maintain a win/win solution for customer and company.
• Assists with and answers questions for routing, as needed.

Necessary Skills, Abilities, and Competencies:

• Maintains strong customer service, problem solving, decision-making, and strategic planning skills.
• Able to handle difficult situations with diplomacy and maintain objectivity.
• Must also be able to respond quickly and stay composed in potential hazardous areas/situations.
• Committed to high quality performance including accuracy and thoroughness while working safely and efficiently.
• Flexible and able to adapt to a constantly changing workplace is important.
• Acceptance and ability to work with and for diverse population.
• Be fluent in reading, writing, speaking and understanding the English Language.
• Able to operate standard office equipment and IT systems and programs (including but not limited to copier, fax machine, network computers/printers, Internet, and email). This includes being knowledgeable with Microsoft Word.
• Intermediate level. Employee will also be asked to learn proprietary software

Educational Background, Experience, and/or Additional Requirements:

• A minimum of 1-3 years working the Green Industry is preferred but not required.
• A minimum of 1-3 years supervisory experience and/or training preferred.
• A valid Driver License with a clean motor vehicle record is required.

Supervisory Responsibilities:

The Office Manager directly supervises 4-8 hourly, non-exempt employees and carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, training employees; planning, assigning, and directing work; managing time off requests, rewarding and disciplining employees, addressing complaints, and resolving conflicts.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit, drive, stand, and/or walk for prolonged periods of time. Employee must have full range of body movements including use of his/her hands and fingers, to handle and feel objects such as computer equipment. The ability to bend the body, to reach for objects, and to crouch when needed is required. The employee must also have the ability to lift up to 25 pounds with regularity.

Working Environment/Schedule:

This position will require working both indoors in a smoke-free office environment with a moderate/low noise level as well as occasionally working outdoors; while working outdoors this position will encounter varying, sometimes adverse, weather conditions, temperatures, and environmental factors possibly including dust, pesticides, smoke, debris, sawdust, and loud noise. Outside tasks may include such things as client meetings, site-visits for quality control, taking pictures of work in the field for marketing, performing soil tests, distribution of street signs, door hangers, and various other marketing materials. This requires an Assistant Office Manager to be available to open the building as early as 8:30-9 a.m. during assigned weeks and potentially working as late as 6 p.m. on some assigned closing evenings but normal hours are 9:30-4:30 to start.

This job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities. Therefore, BAM's Management may assign/drop duties and responsibilities at any time.