Administrative Assistant

Us Topiarius•Chicago, IL

13d•$60,000 - $65,000

About The Position

Topiarius is a boutique landscape design, build, and maintenance firm serving some of Chicago’s most distinctive residential properties. Since 2003, our mission has been to design, create, and maintain luxurious outdoor sanctuaries—because people deserve to live beautifully outdoors. We work with honesty, creativity, and respect, and we’re an upbeat, collaborative team that asks questions, learns from each other, and takes pride in delivering exceptional work. We are seeking a detail-oriented and highly organized Administrative Assistant to support our Sales and Operations teams. In this role, you’ll be a first point of contact for client inquiries, keep information flowing to the right people, and help ensure our daily operations run smoothly. If you enjoy helping teams stay aligned, communicating clearly, and bringing order to a fast-moving environment, this could be a great fit.

Requirements

Bachelor’s degree from an accredited college or university or equivalent work experience.
3-5 years of relevant professional experience; previous administrative or office support experience preferred.
Fluent in English.
Strong interpersonal and communication skills, including phone, email, and writing.
Fluency with Microsoft Office (Word, Excel) and Google Suite (Gmail, Docs, Sheets).
Proficiency with data entry and attention to detail.
Ability to multitask and prioritize in a fast-paced environment.

Nice To Haves

Familiarity with HubSpot and/or Aspire software systems is not required but a plus.

Responsibilities

Manage the inbox for the Concierge Team as the first point of contact for incoming inquiries, and ensuring timely, professional responses.
Assist with client communication via email and phone, providing helpful, solution-oriented service.
Schedule all new Fine Gardening visits and coordinate dates with clients.
Record and share pertinent client information with the appropriate team members.
Support Foremen and the Fine Gardening (FG) Supervisor with essential clerical tasks, such as: o Print and organize work tickets and pull tickets for field crews. o Assist with timekeeping management. o Create and enter purchase receipts to accurately track field expenses.
Assist with building closure at the end of standard business hours each weekday.
Support the HR/Office Administrator with payroll tasks during planned absences, maintaining accuracy and confidentiality.
Perform invoice entry to support a timely, accurate billing process.
Perform occasional updates to the material catalog.
Update vendor pricing to reflect current costs.