Office Administrator Position Available In Bucks, Pennsylvania

Office Administrator Sycamore Landscape Design Build LLC Buckingham, PA 18938 • Hybrid work Sycamore Landscape Design Build is seeking a detail-oriented, proactive, and highly organized Administrative Assistant to support daily operations in our dynamic and fast-paced landscape design-build firm. This critical role ensures the smooth and professional functioning of our office by managing administrative processes, supporting compliance efforts, assisting with HR and payroll tasks, and keeping internal systems running efficiently. The ideal candidate thrives in a collaborative environment, brings excellent communication and multitasking skills, and enjoys contributing to the success of both internal teams and client-facing projects. You will serve as a key support resource for leadership, design, and construction teams, helping to maintain order behind the scenes while enabling front-line success. If you’re someone who takes pride in being organized, tech-savvy, and ready to grow with a creative and mission-driven team, we’d love to hear from you.

Qualifications:

These are the qualities our admin. assistant must be able to do or learn to do.

Administrative Experience:

Proven experience in an administrative support or office management role, with the ability to manage office operations efficiently.

Bookkeeping Knowledge:

Familiarity with bookkeeping or accounting software, especially QuickBooks Online, to assist with financial recordkeeping and reporting. Attention to

Detail:

High level of accuracy and strong organizational skills in managing tasks, files, and communications.

Confidentiality:

Ability to handle sensitive employee, financial, and client information with discretion and professionalism.

Technical Proficiency:

Proficient with Google Workspace and Microsoft Office (Excel, Word, Outlook); comfortable working in cloud-based environments.

Communication Skills:

Strong written and verbal communication abilities; able to interact clearly and professionally with team members, clients, and vendors.

Time Management & Multitasking:

Excellent prioritization skills and the ability to handle multiple tasks and deadlines in a fast-paced setting.

Problem-Solving & Initiative:

Proactive mindset with the ability to anticipate needs and resolve administrative issues independently.

Customer Service Orientation:

Friendly and professional demeanor with a strong commitment to client satisfaction and internal team support.

Project Coordination Support:

Experience supporting project-related tasks such as scheduling, permit tracking, vendor communication, and document preparation.

Document & Records Management:

Skilled in setting up and maintaining filing systems (digital and physical) for contracts, invoices, HR records, and project documents.

Adaptability & Learning Orientation:

Openness to learning new systems and adapting to evolving business processes and software tools. Industry Experience (Preferred) : Prior experience in the landscape, construction, or related trades industries is a strong asset.

Key Responsibilities:

Bookkeeping & Financial Admin:

Set up and maintain a master calendar that shows all payment schedules and times, for every account, credit card, loan, truck/equipment payment etc.. Track job costing and project expenses Create and send customer invoices Reconcile bank and credit card statements in QuickBooks Assist with financial reporting as needed

Vehicles & Equipment Management:

Maintain loan documentation and schedules Track and renew registrations, inspections, and insurance Manage compliance with Federal DOT numbers and vehicle-related regulations Maintain records for trucks, trailers, power tools, and larger equipment

Human Resources & Onboarding:

Process new hire paperwork (W-4, I-9, direct deposit, medical cards, etc.) Maintain and organize employee files Track certifications and training records Assist with performance review scheduling or documentation as needed

Payroll & Time Tracking:

Collect & edit employee hours daily. Submit weekly reports for approval Once approved, Coordinate with payroll provider to ensure timely processing Track PTO, sick days, and holidays

Filing & Record Keeping:

Maintain digital and/or physical filing systems for: Employee records Truck and equipment documentation Tool inventories Vendor paperwork W-9s etc… Job receipts and project documentation

Insurance & Compliance:

Manage Certificates of Insurance (COIs) Provide audit support and ensure documentation is organized for annual reviews Maintain up-to-date records for worker’s comp, general liability, and other policies

Memberships & Licenses:

Track and renew industry trade memberships (ISA, ICPI, NCMA, PLNA, APLD) Monitor expiration dates and alert management in advance Track Expiration and Renew business and contractor licenses for PA, NJ Additional Duties (as needed): Support project managers and other staff with administrative tasks Manage general office email inbox Order/pick up office supplies Assist with scheduling meetings, deliveries, or inspections Help with apparel and marketing coordination We look forward to welcoming a dedicated Office Administrator who can contribute positively to our team!

Job Type:

Part-time Pay:

$18.00 – $28.00 per hour Expected hours: 20 – 30 per week

Benefits:

Health insurance Paid time off Professional development assistance

Schedule:

8 hour shift Monday to Friday Application Question(s): Please describe your ideal work environment.

Experience:

Administration:

2 years (Preferred)

Work Location:

Hybrid remote in Buckingham, PA