Office Manager

Office Manager – SkyFrog Landscape

Location: Gainesville, Florida

Position Summary

The Office Manager is responsible for overseeing the daily administrative operations of SkyFrog Landscape, ensuring efficient office procedures, strong customer service, accurate financial and operational reporting, and seamless communication between field teams, clients, vendors, and management. This position serves as the administrative hub of the company and plays a critical role in supporting growth, profitability, and team success.

The ideal candidate is highly organized, detail-oriented, proactive, and capable of managing multiple priorities in a fast-paced landscape services environment.

Reports To

President / Owner

Primary Responsibilities

Administrative Management (30%)

· Oversee daily office operations and administrative procedures.

· Maintain company records, contracts, licenses, permits, and insurance documents.

· Manage incoming phone calls, emails, and customer inquiries.

· Develop and improve office systems and processes.

· Coordinate office supplies, equipment, and vendor services.

· Maintain employee files and company documentation.

Financial Administration (25%)

· Process accounts receivable and accounts payable.

· Generate and distribute customer invoices.

· Monitor collections and follow up on outstanding balances.

· Assist with budgeting and financial reporting.

· Reconcile credit card statements and expense reports.

· Coordinate with company accountant/bookkeeper regarding payroll and financial records.

· Track job costing information and assist management with reporting.

Customer Service & Client Relations (15%)

· Serve as a primary point of contact for clients.

· Schedule consultations and service appointments.

· Manage customer concerns and coordinate resolutions.

· Ensure clients receive timely communication and exceptional service.

· Maintain CRM and customer databases.

Human Resources & Team Support (15%)

· Assist with recruiting, onboarding, and employee orientation.

· Maintain employee records and certifications.

· Coordinate training schedules and company meetings.

· Assist with payroll preparation and timekeeping verification.

· Support company culture initiatives and employee engagement efforts.

Operations Support (15%)

· Coordinate schedules with production and sales teams.

· Assist with fleet, equipment, and maintenance tracking.

· Manage work order documentation and project files.

· Support production managers with administrative needs.

· Generate reports related to sales, production, labor, and profitability.

Qualifications

Required

· 3+ years of office management, administrative, or operations experience.

· Strong organizational and time-management skills.

· Excellent written and verbal communication abilities.

· Proficiency with Microsoft Office and Google Workspace.

· Experience with accounting software and CRM systems.

· Ability to manage confidential information professionally.

· Strong attention to detail and problem-solving skills.

Preferred

· Experience in the landscape, construction, green industry, or service industry.

· Knowledge of QuickBooks or similar accounting software.

· Experience with scheduling and dispatching field crews.

· Understanding of job costing and service-based business operations.

Key Performance Indicators (KPIs)

· Invoice accuracy and timeliness

· Accounts receivable aging

· Customer response times

· Administrative task completion rates

· Employee onboarding efficiency

· Data and record accuracy

· Vendor management effectiveness

· Office process improvements

· Support of company profitability goals

Core Competencies

Leadership, Organization, Communication, Customer Service, Accountability, Financial Awareness, Problem Solving, Multitasking, Attention to Detail, and Team Collaboration.

Physical Requirements

· Ability to sit and work at a computer for extended periods.

· Occasional lifting of office supplies up to 25 pounds.

· Ability to visit job sites and company facilities as needed.

About SkyFrog Landscape

SkyFrog Landscape is a Gainesville-based landscape company specializing in landscape maintenance, landscape enhancements, irrigation, and construction services. We are committed to delivering exceptional customer experiences while creating opportunities for our team members to grow personally and professionally.

Mission: To create beautiful outdoor environments while developing people, building relationships, and improving our community.

Compensation & Benefits

Compensation is based on experience, qualifications, and demonstrated ability to successfully fulfill the responsibilities of the position.

· Paid Time Off (PTO)

· Paid Holidays

· Health Benefits (if offered)

· Professional Development Opportunities

· Performance-Based Bonus Opportunities

· Company Events and Team Activities

· Career Advancement Opportunities

Growth Opportunity: This position has the potential to develop into a senior administrative or operations leadership role as SkyFrog Landscape continues to grow.