Administrative Assistant, Grounds Maintenance

Saluda Hill Landscapes•Lexington, SC

1d•Onsite

About The Position

We are seeking a highly organized, dependable, and detail-oriented Grounds Maintenance Administrative Assistant to support our Grounds Maintenance division at our Lexington office. This role is essential to keeping daily operations organized, assisting with administrative processes, and ensuring effective communication between field crews, management, and other departments. The ideal candidate is proactive, adaptable, and comfortable managing multiple responsibilities in a fast-paced environment. This individual will play an important role in supporting the Grounds Maintenance team and helping ensure operations run smoothly and efficiently.

Requirements

Strong organizational and multitasking skills.
Excellent written and verbal communication abilities.
Strong attention to detail and ability to maintain accurate records.
Ability to prioritize tasks and manage multiple responsibilities in a fast-paced environment.
Proficiency in Microsoft Office, including Excel, Word, and Outlook.
Strong problem-solving skills and ability to work independently.
Professional and dependable with a willingness to support team members.
Ability to handle confidential information with discretion.

Nice To Haves

Previous experience in an administrative assistant, office coordinator, or operations support role.
Experience in the landscaping, grounds maintenance, construction, or related industry.
Familiarity with scheduling, work orders, invoicing, and operational reporting.
Knowledge of landscape maintenance equipment, materials, and terminology.
Experience working with field service management or scheduling software.

Responsibilities

Provide daily administrative support to the Grounds Maintenance Superintendent, Field Managers, and other team members.
Maintain accurate and organized records, files, reports, and departmental documentation.
Assist with data entry, document preparation, and general administrative tasks.
Track and organize important operational information to ensure records remain accurate and up to date.
Proactively identify administrative needs and assist with additional responsibilities as needed.
Assist with coordinating daily crew schedules, maintenance routes, and job assignments.
Communicate scheduling updates and operational changes to management and field teams.
Help track job progress, work orders, and completed services to support efficient daily operations.
Coordinate with team members to ensure necessary information and resources are available for scheduled work.
Support the estimating process by organizing information and assisting with the preparation of bids and proposals.
Coordinate with internal teams to gather the details needed for accurate and timely estimates.
Assist with preparing, organizing, and processing invoices and billing documentation.
Maintain accurate records of completed work and supporting documentation for billing purposes.
Work closely with the accounting department to ensure timely and accurate financial processes.
Help identify and resolve discrepancies in billing records and operational documentation.
Assist with responding to customer inquiries and directing requests to the appropriate team members.
Maintain professional and timely communication with customers, vendors, field crews, and management.
Serve as a point of contact between the Grounds Maintenance division and other company departments.
Help ensure customer requests, service updates, and important information are properly documented and communicated.
Assist with organizing work orders, service requests, and other operational documents.
Support the tracking of equipment, materials, and supplies as needed.
Help prepare reports and maintain information used to monitor departmental performance.
Assist management with special projects, process improvements, and other departmental needs.
Take on a variety of responsibilities to help the Grounds Maintenance team operate efficiently.