Find & Apply For Office Manager Jobs in Appleton, Wisconsin

At Van Zeeland Nursery & Landscape , we pride ourselves on delivering top-tier landscaping, hardscaping, and property maintenance services to our residential and commercial clients. We are seeking a highly organized, proactive, and dependable Office Manager & HR Coordinator to oversee our administrative operations, manage core human resources functions, handle financial workflows, and provide executive-level support to company leadership. Position Summary The Office Manager & HR Coordinator serves as the administrative and operational foundation of our business. This position is responsible for driving employee onboarding and HR workflows, coordinating internal safety and skills training, executing client communications and appointment scheduling, providing bookkeeping support, and acting as a key administrative partner to the President and Vice President. Detailed Key Responsibilities1.

Human Resources, Onboarding & Training Support End-to-End Onboarding:

Facilitate the complete new-hire onboarding experience, including preparing offer letters, issuing welcome packets, setting up software profiles, and delivering comprehensive company orientation.

Compliance & Documentation:

Collect, verify, and securely store mandatory employment documentation (e.g., Form I-9, W-4, direct deposit details, state tax forms).

Training Coordination & Tracking:

Assist executive leadership and operations managers in organizing safety protocols, technical skills workshops, and regulatory training; track employee certifications (e.g., OSHA, pesticide applicator licenses, CDLs) to ensure active compliance.

Employee Relations & Internal Communications:

Serve as an approachable, trusted point of contact for staff inquiries regarding company policies, employee benefits, paid time off (PTO), and workplace guidelines.

Benefits Administration Support:

Coordinate open enrollment, field employee questions, track benefits eligibility logs, and communicate changes with health insurance and 401(k) providers.

Personnel Record Keeping:

Maintain confidential, audit-ready employee digital and paper files according to federal, state, and local labor laws. 2.

Customer Service, Client Support & Appointment Scheduling Primary Client Touchpoint:

Serve as the welcoming, professional primary point of contact for all incoming calls, emails, and webform inquiries.

Appointment & Consultation Scheduling:

Assist in coordinating calendars & appointments for multiple office team members

Lead Tracking & Proposal Management:

Log incoming leads into our customer relationship management (CRM) software, track open estimates, and follow up with prospective clients to confirm contract approvals.

Account Support & Retention:

Maintain ongoing client records, update contact details, field contract inquiries, and address customer service questions with prompt professionalism. 3. Financial Administration & Bookkeeping Workflows Accounts Receivable (A/R): Generate and issue customer invoices upon job completion or schedule milestones, process payments (credit card, ACH, check), and manage accounts receivable follow-ups. Accounts Payable (A/P): Audit, reconcile, and process vendor invoices, subcontractor billing, and material receipts against job purchase orders prior to leadership approval.

Payroll Processing Assistance:

Audit weekly timecards, verify overtime hours, review PTO usage, and assist in compiling and submitting weekly payroll data.

Financial Reporting & Audit Support:

Assist with monthly credit card/bank reconciliations and annual audit documentation. 4.

Executive Support & General Office Operations Executive Correspondence & Materials:

Prepare, draft, proofread, and format official letters, executive presentations, company-wide announcements, and internal communications on behalf of the President and Vice President.

Special Projects & Research:

Oversee strategic administrative initiatives, execute research tasks, and prepare summary reports as requested by executive leadership.

Meeting Administration:

Organize meeting agendas, record accurate meeting minutes, and track action items to ensure follow-through across department leads.

Procurement & Logistics:

Maintain office inventory (stationery, field paperwork packets, orientation supplies), manage mail/deliveries, and organize records for company vehicles, insurance policies, and fuel cards.

Qualifications & Professional SkillsEducation & Experience Work Experience:

3 to 5+ years of progressive experience in office management, administrative leadership, or HR coordination (experience in landscaping, green industry, construction, or trade services strongly preferred).

HR Experience:

Demonstrated background in executing onboarding procedures, employee orientations, training tracking, and basic HR compliance.

Education:

Associate's or Bachelor's degree in Human Resources, Business Administration, Management, or Accounting preferred (or equivalent practical experience).

Technical Proficiency Accounting Software:

Proficiency in QuickBooks (Online or Desktop) for invoicing, accounts receivable, accounts payable, and basic reporting. Field Service /

CRM Platforms:

Familiarity with industry CRM software (e.g., Jobber, LMN, Aspire, RealGreen, or similar service management applications).

Office Productivity Suite:

Advanced skills in Microsoft Office (Excel, Word, PowerPoint) and Google Workspace (Gmail, Calendar, Drive, Docs, Sheets).

Payroll & Time Tracking:

Experience with payroll platforms (e.g., Gusto, ADP, QuickBooks Payroll) and time-tracking tools (e.g., QuickBooks Time/TSheets).

Core Competencies Confidentiality & Discretion:

High integrity in handling sensitive personnel records, payroll data, and executive communications.

Organization & Time Management:

Strong capacity to prioritize multi-departmental administrative tasks alongside executive assignments.

Communication:

Outstanding written and verbal communication skills tailored for clients, field crews, and executive leadership.

Pay:

From $55,000.00 per year

Benefits:

401(k) Employee discount Paid time off

Work Location:

In person