Administrative Office Manager

We are seeking a highly organized, proactive, and dependable Office Manager to oversee the daily administrative operations of our landscaping and snow plowing business. This role is essential in ensuring smooth office operations, supporting field crews, maintaining customer relationships, and helping drive operational efficiency during both peak landscaping and winter snow seasons.


The ideal candidate thrives in a fast-paced, business environment and is comfortable balancing administrative tasks, customer service, scheduling, billing, and internal coordination.


Key Responsibilities


Administrative & Office Operations

• Manage daily office functions and ensure efficient workflow

• Answer phones, respond to emails, and handle customer inquiries

• Maintain organized digital and physical filing systems

• Oversee office supplies and equipment needs

• Assist ownership with administrative support and special projects


Customer Service & Client Relations

• Communicate with residential and commercial clients

• Manage service requests, estimates, and work orders

• Handle billing inquiries and resolve customer concerns professionally

• Maintain client records, contracts, and service agreements


Scheduling & Operations Support

• Coordinate landscaping schedule

• Dispatch crews and communicate route changes as needed

• Monitor weather forecasts and assist with storm preparation logistics

• Track job completion and ensure timely follow-up


Billing & Financial Administration

• Generate invoices and process payments

• Manage accounts receivable and follow up on outstanding balances

• Assist with payroll processing and time tracking

• Maintain accurate financial records using accounting software

• Prepare reports for ownership review


Human Resources Support

• Assist with onboarding new employees

• Maintain employee records and certifications

• Support crew communication and internal coordination


Qualifications

• 3+ years of office management or administrative experience (construction, landscaping, or service industry preferred)

• Strong organizational and multitasking skills

• Excellent communication and customer service abilities

• Proficiency in QuickBooks (or similar accounting software)

• Experience with scheduling/dispatch systems preferred

• Ability to work extended hours during snow season as needed

• Strong problem-solving skills and ability to anticipate operational needs

• Professional, dependable, and detail-oriented


Company Description
Picone Landscaping & Snow Plowing, INC is a local, family-owned business that offers residential and commercial landscaping, lawn maintenance and snow plowing services. We are a well know, reputable company in the Williamsville, East Amherst and Clarence service area that is dedicated to providing reliable, high quality services to our customer.
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