Administrative Assistant

McHale & McHale Landscape Design, Inc. • Annapolis, MD

3h • $23 - $27 • Onsite

About The Position

We are seeking a highly organized and motivated Administrative Assistant to join our growing design-build landscape firm. The ideal candidate will provide comprehensive administrative support to the office while also assisting with production-related administrative duties that help keep projects moving smoothly from design through installation. This role requires strong organizational skills, attention to detail, and the ability to communicate effectively with staff, clients, and vendors. A background in construction, landscape design, or a related field is preferred but not required.

Who we are:
McHale Landscape Design is a residential landscape architecture company and design-build firm dedicated to designing and constructing extraordinary residential gardens, pools, outdoor living areas, and home additions. Since 1981, the firm has designed, constructed, and planted residential projects throughout D.C., Maryland and Virginia, including more than 400 award-winning landscapes.

Requirements

• Associate's degree or higher from a college or university; or equivalent combination of education and related experience.
• 2+ years’ experience working in a professional business environment supporting administrative assistant duties
• Ability to work in-office Monday – Friday 8:00 am to 4:30 pm
• Proven experience as an administrative assistant or in a related administrative role
• Excellent organizational and multitasking skills with strong attention to detail
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and willingness to learn and adapt to new technologies
• Strong written and verbal communication skills
• Ability to work independently and as part of a team in a fast-paced environment

Nice To Haves

• A background in construction, landscape design, or a related field is preferred but not required
• Experience working in a professional service environment a plus.

Responsibilities

• Assist project managers and production staff as needed
• Assist in generating estimates, proposals, contracts, and invoicing
• Track and update project pipeline status, timelines, and deadlines
• Prepare job packets, and project documentation for Team
• Support the coordination of client, vendor, and lead documentation with the corporate office
• Maintain databases for materials, suppliers, and subcontractors
• Schedule, track, and maintain utility location tickets (Miss Utility/811)
• Assist with the facilitation of permits
• Answer and direct phone calls, emails, and client inquiries in a professional manner
• Act as the primary point of contact for leads, gathering key information and directing them to the appropriate sales team member
• Maintain company calendars, schedule meetings, and coordinate appointments
• Prepare and organize documents, reports, and presentations
• Manage filing systems (electronic and paper) to ensure records are accurate and up to date
• Track and order office supplies

Benefits

• Competitive Pay
• Discretionary Bonuses
• Comprehensive benefits: medical, dental, and vision insurance along with life, short-term, and long-term disability insurance is available for all full-time employees
• Paid time off and holidays

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree