Administrative Assistant

The Administrative Assistant is responsible for assisting the landscaping and operations department with processing all data and information in a timely matter for timekeeping, billing, and tracking purposes. This position will serve and the centralized point of contact between our operations team and our customers.

Essential Functions

• Process and manage all field work tickets for proper scheduling, and billing.
• Review submitted documents daily with Account Managers and operations team to make corrections and adjustments necessary.
• Process all documents submitted by field operations for proper accounting and payroll tracking.
• Provide any service documents requested by any company department manager or client.
• Respond to client or staff phone calls and emails in a timely manner. This includes scheduling and prioritizing any issues that may arise from previous days’ work or emails.
• Process estimates submitted to clients including following up on any proposals submitted with no response from clients.
• Maintain constant communications with managers in the field and in office and provide required or requested information daily.
• Process and submit all purchases for the landscaping and operations department.
• Review the schedules for the following day and coordinate appropriately to make any adjustments necessary.
• Collaborate with internal departments to improve processes and lines of communication

• Other duties may be assigned as deemed necessary for the success of the department and the organization.

Competencies/Qualifications

• Outstanding communicator, both orally and written
• Excellent customer service skills
• Highly proficient in MS Office (Excel, Outlook, etc.)
• Self-starter who works well independently
• Ability to prioritize given tasks and work efficiently towards completion
• Detail-oriented and exceptional organization skills
• Strong problem solver and analytical thinker
• Professional demeanor

Education and Experience

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• 2 year college degree in a related field (Preferred)
• 2+ years’ experience in a general office administration role
• Prior experience as an operations assistant (Highly Preferred)
• Bilingual (Highly Preferred) English/Spanish or English/Creole

Language Abilities

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Work Environment/Physical Demands

This job operates in a clerical, office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

This is a largely sedentary role; however, some filing is required, which would require the ability to lift files, open filing cabinets and bend or stand on a step ladder, as necessary. Reasonable accommodations may be made to enable individuals with disabilities to perform the assigned and essential functions.

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NANAK’S COMMITMENT

• Cultivate a spirit of pride and collaboration within our team.
• Be a resourceful partner in protecting the beauty and health of our clients’ landscape investments.
• Deliver attractive, high-quality landscaping results with craftsmanship and creativity from start to finish.
• Emphasize science, sustainability and safety in our processes.
• Conduct our business with integrity and goodwill.