Office Manager

Job Description

Job Description

About the Position

Garden Elegance, a high-end residential landscape maintenance and garden management company, is seeking a well organized, detail-oriented, and dependable Office Manager to oversee daily administrative operations.

This position plays an essential role in keeping our office running efficiently while supporting our management team, field employees, and clients. The ideal candidate is a proactive problem-solver who takes initiative, manages multiple responsibilities with accuracy, and enjoys working in a fast-paced, team-oriented environment.

We are looking for someone who takes ownership of their work, communicates professionally, and can independently manage office responsibilities while maintaining a high level of organization and attention to detail.

Key Responsibilities

Accounting, Payroll & Billing

• Enter and maintain daily employee timecards and payroll information.
• Coordinate payroll processing, including reimbursements, deductions, and vacation requests.
• Prepare and distribute client invoices accurately and on schedule.
• Process client payments, maintain financial records, and prepare deposits.
• Monitor accounts receivable, follow up on outstanding balances, and assist with collections.
• Research and resolve billing discrepancies while maintaining professional client relationships.
• Maintain accurate client account information using QuickBooks.

Human Resources & Employee Administration

• Coordinate new employee onboarding, including paperwork, employment verification, and company policies.
• Maintain organized and current employee records, identification, and required documentation.
• Track employee vacation requests, attendance, and time-off records.
• Coordinate employee uniforms, equipment agreements, and payroll deductions.
• Assist with employee insurance documentation and workers' compensation claims.
• Maintain employee contact information and confidential personnel files.

Client Communication & Office Coordination

• Serve as a primary point of contact for incoming telephone calls, emails, and general inquiries.
• Provide friendly, professional, and timely communication with clients.
• Direct client requests and messages to the appropriate management team members.
• Assist with scheduling client appointments and coordinating communication between office staff and field managers.
• Maintain accurate client and property management contact information.
• Ensure important client communications receive timely follow-up.

Administrative & Operational Support

• Maintain organized office files, records, and administrative systems.
• Track seasonal landscape maintenance services and assist management with scheduling and completion records.
• Coordinate office supply purchases, deliveries, and inventory.
• Maintain a clean, organized, and professional office environment.
• Assist management with insurance policy records, annual renewals, and documentation.
• Support daily office operations and special administrative projects as needed.

Recruiting & Hiring Support

• Manage online employment postings, including Indeed.
• Review incoming applications and organize candidate information for management.
• Coordinate interviews and communicate with prospective employees.
• Assist with hiring paperwork and onboarding preparation.

Qualifications

Required Skills & Experience

• Previous experience in office management, administrative support, bookkeeping, or a similar role.
• Proficiency with QuickBooks and general accounting procedures.
• Strong computer skills, including Microsoft Office, email, and electronic recordkeeping.
• Excellent organizational skills and exceptional attention to detail.
• Strong written and verbal communication skills.
• Ability to prioritize multiple tasks and meet recurring deadlines.
• Professional and courteous customer service skills.
• Ability to handle confidential employee and financial information responsibly.
• Dependability, initiative, and the ability to work independently with minimal supervision.

Preferred Qualifications

• Experience in the landscaping, construction, property management, or service industry.
• Familiarity with employee onboarding, payroll documentation, and workers' compensation procedures.
• Experience managing accounts receivable and client collections.
• Previous experience supporting a small business or multiple managers.

What We're Looking For

Our ideal candidate is someone who:

• Is exceptionally organized and enjoys creating efficient systems.
• Takes pride in accuracy and completing tasks on time.
• Is comfortable managing several responsibilities throughout the day.
• Communicates clearly and professionally with clients, employees, and management.
• Anticipates needs and takes initiative without constant direction.
• Is trustworthy, dependable, and accountable.
• Enjoys being part of a close-knit team and contributing to the company's overall success.

Why Join Garden Elegance?

At Garden Elegance, our office team is an important part of delivering the quality service that our clients expect. This is an opportunity to take on a meaningful role within an established landscape company, work closely with ownership and management, and make a direct impact on the efficiency and success of our daily operations.

We look forward to hearing from qualified candidates who are excited to become a valued part of the Garden Elegance team.