Office Admin Specialist

Cole Landscaping Inc•Rowley, MA

12d•$70,000 - $85,000•Onsite

About The Position

This role works with two other team members and responsibilities include supporting field operations, customer service, scheduling coordination, office systems and internal communication to ensure the company runs efficiently and professionally. This position works closely with ownership, operations staff, and the Finance Manager. While the Finance Manager oversees accounting, payroll processing, financial reporting, and budgeting, the Office Manager focuses on administrative management, workflow coordination, and team support. Cole Landscaping Inc is an EOS Company (Entrepreneurial Operating Systems) that drives results via professional, proper data and Core Values. All team members first responsibility is to our Cole team. Individuals may perform other duties that will be assigned that are not listed.

Requirements

A winning attitude that is Team Goal Focused!
Super strong administrative skills and able to stand your ground.
You need an excellent customer service attitude.
Ability to be proactive- a self-starter, who actively seeks opportunities and proposes solutions
Topnotch verbal and written communication skills.
Excellent time management skills and ability to prioritize work.
Attention to detail and problem-solving skills.
Ability to effectively listen and elicit information with the ability to effectively work independently.
Extremely strong computer, CRM, Microsoft Office; Excel, Word and Publisher, Gmail Suite and internet abilities required.
Clean, neat and professional appearance.
Works well in a team-oriented environment a must.

Nice To Haves

Aspire Software a great asset although not required. Company training provided.

Responsibilities

Contribute to the team's effectiveness by preparing, planning and executing diverse tasks.
Handle phone inquiries and problems promptly with an exceptional, professional approach.
Manage day-to-day office operations and administrative procedures
Maintain organized digital and physical filing systems
Order and manage office supplies, uniforms, and administrative materials
Maintains office organization, work flows, and current SOP’s.
Assist with customer onboarding and maintaining customer records
Owning accounts receivable, including customer invoicing and collections.
Support follow-up communication for proposals, approvals, and service updates
Help maintain a high level of professionalism and responsiveness with clients
Coordinate communication between field crews and office staff
Track permits, inspections, and project documentation
Manage PO System as purchase orders funnel through this role
Responsible for all company events – planning, scheduling and execution
Support company culture and internal team organization
Assist finance in Aspire Software.
Communicate with vendors and subcontractors as needed
Maintain insurance certificates, licenses, and compliance documents
Assist with safety documentation and administrative compliance tracking