Landscape Operations & Aspire Administrator

Job Description

Job Description

Position Summary

We are seeking an experienced Landscape Operations & Aspire Administrator to support the day-to-day administrative and operational functions of our landscape maintenance and construction business.

This position will serve as the primary administrator of Aspire and will be responsible for managing the system from job creation through scheduling, purchasing, accounts payable/accounts receivable processing, job tracking, and administrative closeout.

The ideal candidate has a strong background using Aspire Software or a comparable landscape/construction management platform , has previous office administration experience, understands the workflow of a lawn maintenance operation, and is interested in expanding their knowledge of landscape construction.

This is not a basic data-entry position. We are looking for someone who can take ownership of our administrative systems, keep information accurate and organized, and help ensure that field operations, accounting, and management are working from reliable information.

Primary Responsibilities

Aspire Administration & Operations

• Serve as the primary day-to-day administrator and internal resource for Aspire .
• Create and maintain customers, properties, opportunities, contracts, jobs, work tickets, and related records.
• Create new maintenance and construction jobs within Aspire.
• Set up job budgets, services, schedules, divisions, and other required job information.
• Maintain accurate job and customer information throughout the life of each project or contract.
• Schedule crews, recurring maintenance services, construction activities, and other field work.
• Review and maintain work tickets and job schedules.
• Assist management with monitoring job progress, labor, materials, purchasing, and job costing.
• Maintain purchasing and vendor information within Aspire.
• Process and track vendor invoices and accounts payable information.
• Generate and process customer invoices and accounts receivable information.
• Assist with contract renewals, recurring services, change orders, and additional work opportunities.
• Maintain accurate Aspire data so operational and financial reporting can be relied upon by management.
• Identify and correct administrative or workflow issues within Aspire.
• Become the internal Aspire power user responsible for understanding and managing the platform from top to bottom.

Accounts Payable / Accounts Receivable

• Enter and maintain vendor bills and accounts payable records in QuickBooks .
• Enter and maintain customer invoices and accounts receivable records in QuickBooks.
• Maintain corresponding AP/AR records within Aspire.
• Ensure information between Aspire and QuickBooks is accurate and consistent.
• Assist with invoice reconciliation and identifying discrepancies.
• Maintain vendor documentation, purchase records, receipts, and supporting accounting documentation.
• Assist management with outstanding receivables and customer account questions.
• Maintain organized electronic records for accounting and operational documentation.

Scheduling & Field Operations Support

• Coordinate maintenance and construction schedules within Aspire.
• Work with operations management to ensure crews are properly scheduled.
• Make schedule adjustments based on weather, staffing, equipment availability, customer requests, and project needs.
• Assist with recurring lawn maintenance scheduling and seasonal services.
• Communicate scheduling information to management and field personnel.
• Help ensure completed work is properly documented and closed within Aspire.
• Assist with tracking production, labor hours, materials, subcontractors, and equipment associated with jobs.

Office Administration

• Provide general administrative support to ownership and operations management.
• Maintain organized customer, vendor, project, and accounting records.
• Assist with incoming customer and vendor communications.
• Prepare reports, spreadsheets, job documentation, purchase information, and other operational paperwork.
• Assist with proposals, contracts, work orders, purchase orders, and project documentation as needed.
• Help establish and maintain consistent administrative procedures as the company grows.
• Work closely with management to improve administrative and operational workflows.

Qualifications

Required

• Previous experience in office administration, operations administration, or a similar role .
• Strong experience with Aspire Software or a comparable landscape, construction, field-service, or ERP management platform.
• Experience working with accounts payable and accounts receivable.
• Experience using QuickBooks .
• Strong computer skills and comfort working within multiple business software systems.
• Excellent organization and attention to detail.
• Ability to manage multiple priorities and deadlines.
• Strong written and verbal communication skills.
• Ability to work independently and take ownership of assigned responsibilities.
• Comfortable working in a fast-paced environment where priorities may change based on field conditions and operational needs.

Strongly Preferred

• Previous experience working for a landscape maintenance, lawn care, snow removal, construction, or field-service company .
• Direct experience using Aspire for:
• • Scheduling
  • Job creation
  • Work tickets
  • Purchasing
  • AP/AR
  • Customer management
  • Job costing
  • Reporting
• Familiarity with recurring landscape maintenance contracts and production scheduling.
• Understanding of basic landscape maintenance operations, including mowing, plant bed maintenance, enhancements, seasonal services, and snow operations.
• Familiarity with construction job costing, purchase orders, materials, subcontractors, and change orders.

Ideal Candidate

The ideal candidate is someone who enjoys being the person who keeps the operation organized .

They understand that good administrative work directly impacts profitability, customer service, scheduling, and field production. They are comfortable taking ownership of software and processes rather than waiting for someone else to tell them what to do.

They should already understand the basics of lawn and landscape maintenance operations and be interested in developing a deeper understanding of landscape construction, estimating, job costing, and project administration .

We are looking for someone who can grow with the company and eventually become a key administrative resource for both our maintenance and construction operations.

What Success Looks Like

A successful Landscape Operations & Aspire Administrator will:

• Keep Aspire accurate and up to date.
• Ensure new jobs are created correctly and promptly.
• Keep crews and jobs properly scheduled.
• Keep AP/AR information organized and current.
• Maintain consistency between Aspire and QuickBooks.
• Reduce administrative errors and missing information.
• Give management reliable operational and financial data.
• Develop a strong understanding of both landscape maintenance and landscape construction.
• Become the person management can rely on to keep the administrative side of the operation running smoothly.