Landscape Office Assistant Manager

Job Description

Job Description

Are you a systems-minded organizer who loves people as much as you love building efficient workflows? Do you want to use your financial accuracy and administrative talents to bridge the gap between office operations and field execution? Do you want to channel your passion for earth stewardship into a legacy role where you aren't just managing tasks, but cultivating community powered ecosystems? If this calls to you, let’s connect!

For 27 years, Marvin’s Organic Gardens (MOG) has pioneered the ecological and organic landscape movement. As the first eco-landscape firm in the tri-state area, we’ve built a 5-star, award-winning reputation for high-touch service that nurtures our planet and promotes healing. Behind every regenerative landscape and sanctuary garden we create is a deeply collaborative support system and tight operations. Now, we are welcoming an extraordinary and visionary Office Assistant Manager who is a people person, highly organized, self managing and a processes champion. This vital role is a clear career path designed to support our founding owners. As you master and optimize our systems, manage our billing, and cultivate deep relationships with our MOG family, you will pave the way to take over full time office management, our nerve center - allowing our founders to step back from daily logistics and enter their next visionary journey.

Why You’ll Love Working Here

• Clear Leadership Path: This position is a stepping stone directly into full time Office Management.
• Purpose-Driven Work: Your administrative excellence directly supports earth stewardship and building conscious community.
• Systems Ownership: Freedom to innovate and collaboratively build smoother office-to-field workflows.
• People-First Culture: We deeply care for our employees and clients alike. You’ll be joining a family, not just a workforce. You will be the welcoming face and voice of our mission. 
• Beautiful Environment: Work in 2 unique locations; our rural and forested company sanctuary gardens located near Little Miami River & bike trail and our non- profit urban office with entrepreneurs & thought leaders
• Award-Winning Excellence: Work with a passionate dedicated team backed by a 5-star reputation.

What You’ll Do (Job Responsibilities)

• Office-to-Field Systems Optimization: Analyze, develop, and refine the existing workflows connecting our office to field crews. You will enhance the operational glue that keeps communication, dispatching, and tracking seamless and efficient. Develop a new inventory system & other tracking systems.
• Financial & Billing Management: Take ownership of client billing, process payments, manage accounts receivable and payable and maintain accurate records within Jobber & QuickBooks. Identify and close expense logging gaps across the field team. You will ensure our accounting engine runs flawlessly..
• Client Concierge & Hospitality: Act as the primary, white-glove point of contact.  Manage the CRM software for lead inquiries, consultations, scheduling, and job dispatch ensuring a high-touch client experience. Manage google reviews and other like platforms & enhance team engagement.
• Data & Tool Management: Maintain and optimize our digital workspace, ensuring clean data flow and organization across all company tools.
• Owner Collaboration: Partner with the owners to absorb legacy business operations, assist with building online educational content, gradually taking ownership of daily administrative decisions.
• HR, Payroll & Company Culture: Manage payroll bi-weekly payroll & PTO requests, incentives program, assist with hiring and manage employee onboarding, support employee development tracking, enforce HR documentation and safety protocols, manage worker’s comp policy & unemployment claims. Continue to elevate the company culture through implementing training programs, daily positive vibes and touch points, company volunteer service projects and family gatherings.

Who You Are (Qualifications)

• Self Management: You do not need to be told what to do next and you anticipate where improvement is needed — you can look at a task list, prioritize intelligently, and work proactively and decisively.
• The Processes Architect: Minimum 3 years of experience in office administration, management, operations coordination, or logistics, with a natural knack for building workflows.
• Tech-Fluent: Highly proficient and comfortable working daily with QuickBooks, Jobber CRM platform, Google Suite (Docs, Sheets, Drive), Social Media, and the Apple/Mac ecosystem.
• Financial Integrity: Strong attention to detail with experience managing customer billing and numbers—you take pride in clean, balanced books.
• High EQ & Communicator: You listen actively, bridge communication gaps between different teams with ease, and handle busy days with a calm, warm demeanor yet assertive when necessary.
• Flexible Can Do Attitude: Ability to be versatile and gracefully wear multiple hats. Flexible schedule and openness to work in multiple locations throughout the week. Literally getting dirty and assisting with organizing the shop or weeding the gardens, helping clients lift 50lb bags one day, and another day visiting job sites to take photos.
• Passionate Steward: Aligned with environmental sustainability and a culture of mutual care, and a bonus if you like to geek out on plants and other creatures. Green industry experience is highly desirable.

This position is a hybrid of working in 2 office locations : Our Lebanon, OH Office, and our Community Co-working Space in Pleasant Ridge/Cincinnati, OH. Also, our field teams work all throughout Greater Cincinnati and Dayton where you may be visiting from time to time. A reliable car and openness to travel with it place to place is essential.