Administrative Assistant

Mariani Landscape•Petoskey, MI

26d

About The Position

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.

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

Nice To Haves

Background in service-based or field operations (ex. Landscaping, construction, maintenance), preferred
Proficiency in use of computers and technology systems, including Microsoft Office (Excel, Outlook, etc.); experience with scheduling or job management software, preferred

Responsibilities

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