Job Description

Job Description

Job Description

We are seeking a highly organized and detail-oriented Administrative Assistant with experience in the landscape or construction industry. This role will support daily administrative operations, including document management, employee coordination, reporting, budgeting, procurement, and light accounting. The ideal candidate will be proficient in Microsoft Office Suite, have strong communication skills, and be able to handle multiple administrative tasks efficiently in a fast-paced environment.

Key Responsibilities:

Administrative Support:
• Assist with daily office operations, ensuring smooth communication between field teams and management.
• Manage and maintain project and employee files, ensuring compliance with company policies.
• Prepare, organize, and file contracts, invoices, purchase orders, and job-related documentation.
• Coordinate and schedule meetings, site visits, and inspections as needed.

Employee Coordination & HR Assistance:
• Assist with employee notices, hiring paperwork, and orientation for new hires.
• Maintain timesheets, attendance records, and payroll documentation.
• Help coordinate interviews and communicate scheduling updates with potential hires.
• Act as a point of contact for employee inquiries related to HR documentation.

Project & Office Management:
• Oversee inventory tracking and assist with procurement of supplies and materials.
• Manage daily reporting, ensuring accurate record-keeping of project progress and costs.
• Communicate with vendors, subcontractors, and suppliers to gather quotes and process orders.
• Track and monitor project budgets, invoices, and financial transactions for accuracy.

Light Accounting & Reporting:
• Assist with budgeting, expense tracking, and financial documentation.
• Process invoices, track payments, and maintain financial records.
• Use Microsoft Excel and accounting software to input and organize financial data.

Technical & Software Proficiency:
• Utilize Microsoft Office Suite (Excel, Word, Outlook, PowerPoint) for documentation, tracking, and reporting.
• Maintain a digital and physical filing system for project records, employee files, and financial documents.
• Work with project management and accounting software to support daily administrative needs.

Required Qualifications:
• Associate’s Degree (minimum), preferably in Business Administration, Office Management, or a related field.
• Previous administrative experience in the landscape or construction industry required.
• Strong proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
• Experience with budget tracking, invoicing, and financial record-keeping.
• Excellent organizational, multitasking, and time-management skills.
• Strong verbal and written communication skills.
• Ability to work Monday – Friday, 7:00 AM – 3:30 PM, with flexibility for weekends if needed.

Preferred Qualifications:
• Experience with QuickBooks or other accounting software.
• Knowledge of construction permits, contracts, and compliance documentation.
• Familiarity with project management software.

Position Details:
• Full-Time Position(Temp to Perm) 15-30 Day Evaluation
• Location: Memphis, TN
• Schedule: Monday – Fri 7:00 AM – 3:30 PM (may work weekends if needed)

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