Administrative Assistant

Work With The Best We are building the premier outdoor living company in the country by creating a "family of family companies" across the nation. Now you can build your landscaping career with the best, working in one of our many company locations nationwide. Learn from the top experts in the field and work on some of the country's largest and most complex landscape projects. Take advantage of opportunities to share and exchange best practices across our network. The opportunities are endless. Job Overview The Administrative Assistant plays a key role in supporting daily operations by coordinating administrative functions, ensuring accurate job tracking, and maintaining strong communication between field teams, leadership, and clients. This position is critical to keeping workflows organized, supporting financial accuracy, and delivering a high level of customer service. R esponsibilities and Duties Answer and direct all incoming calls in a prompt, courteous, and thorough manner Address and process new lead calls through our system for various services Assist Production Manager with coordination and management of daily and weekly crew schedules to ensure efficient use of labor and resources, adjusting as needed to account for weather, staffing, and client priorities Dispatch tasks and work tickets to field staff Review team time entries for accuracy and completeness Assist field team with any questions, including troubleshooting mobile device issues Identify discrepancies on opportunities, work tickets, and time entries, working with team members and management to resolve issues promptly Assist in tracking and maintaining accurate job costing data, including labor hours, materials, and equipment usage Ensure job data is entered and maintained accurately in internal systems Support the invoicing process, ensuring accuracy and timeliness Assist with end-of-month closeout tasks, including reconciliation and reporting Serve as a point of contact for client questions related to scheduling, services, and invoices Assist with reporting, data entry, and process improvements within the department Support department leadership with additional administrative tasks as needed Other duties as assigned Job Requirements At least 1 year of experience in an administrative support role or professional working environment Positive attitude and initiative to help team in all situations Strong organizational and time management skills High attention to detail and accuracy Ability to plan, prioritize, and organize a diversified workload in a fast-paced environment Proficiency in use of computers and technology systems, including Microsoft Office (Excel, Outlook, etc.); experience with scheduling or job management software, preferred Strong verbal and written communication, interpersonal, and customer service skills with clients and staff Background in service-based or field operations (ex. Landscaping, construction, maintenance), preferred The Perks 401(k) plan with company match Medical insurance Dental insurance Vision insurance FSA/HSA PerkSpot Long-Term Disability and Life Insurance Paid time Off Tuition Reimbursement (after one year of service) Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. This employer participates in E-Verify and will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee's Form I-9 to confirm work authorization. Employers can only E-Verify once you have accepted a job offer and completed the Form I-9. A part of the U.S. Immigration laws protects legally-authorized workers from discrimination based on their citizenship status and national origin. If you have the skills, experience, and legal right to work, your citizenship or immigration status shouldn't get in the way. Mariani Enterprises, LLC is proud to be an equal opportunity employer and does not discriminate in employment with regard to race, color, religion, national origin, citizenship status, ancestry, age, sex (including sexual harassment), sexual orientation, marital status, physical or mental disability, military status or unfavorable discharge from military service or any other characteristic protected by law.