November 19, 2024

Grateful Gardens

Truckee

FULL TIME

Office Manager

Company Overview:
Grateful Gardens is the dream business of owner, Timmy Critz. We are a licensed landscaping company offering services to the Truckee and surrounding communities. We specialize in custom landscaping projects from patios and decks to elevation changes, rock work, native selected plants and water features. Our team works hard to help clients realize their dream gardens and ideal home yards by designing, installing and maintaining custom outdoor environments.
As we continue to serve our clientele, we’re excited to add a friendly, organized, and proactive Office Manager to our team to help us keep things running smoothly and support our clients.
Job Summary: The GG Office Manager is responsible for overseeing the day-to-day administrative functions of our dynamic home office. This role supports the leadership team, manages client communications, maintains office systems, and ensures smooth operations for the business. The Office Manager partners with the Assistant Office Manager and delegates when appropriate. The ideal candidate is an efficient multitasker, possesses excellent communication skills, and has a keen eye for detail. This role requires a hands-on approach, with a focus on organization, client and employee relations, and financial management.
Key Responsibilities:
Administrative Support:

Oversees daily office environment ensuring smooth administrative operations and workflow management.
Leads the management team with scheduling, coordinating meetings, and preparing materials.
Ensures office supplies and technology are inventoried and ordered when necessary.
Files and organizes company documents, both digital and physical.
Teams with the Assistant Office Manager on the owner's personal administrative tasks and organization.

Client Relations:

Serves as point of contact for business inquiries and addresses any concerns with an emphasis on timely response and turn-around.
As lead administrator, manages and trains the administrative team on job scheduling to secure work flows. Ensures staff and jobs are accurately booked and confirmed for the supervisors.
Encourages goodwill and repeat business in client communications.

Financial and Billing Support:

Prepares and sends out installation invoices to clients in a timely manner.
Verifies service invoices are prepared by the administrative team and sent to clients in a timely manner.
Manages accounts receivable, tracks payments, and collects on overdue invoices.
Reviews bills and company expenses for accuracy and timely payment to vendors.
Banking tasks include deposits, reviewing financial position with the owner and reconciling bank accounts and monthly statements in preparation of month-close.
Monitors vendor and credit accounts for accuracy in charges.
Completes company payroll processing and tax filings.
Maintains accurate financial records and prepares reports for management and outside accounting support.

Human Resources Support:

Manages recruiting and onboarding new staff; ensures new hire packets are completed by the administrative team.
Maintains employee records, understands scheduling and time-off requests.
Coordinates staff training and development, as needed.
Monitors workers compensation claims and supporting documentation throughout the claim process as completed by the administrative team.
Teams with the Assistant Office Manager on employee fun days and appreciation opportunities.

Project and Job Tracking:

Works with the Maintenance Supervisor on status of ongoing projects.
Monitors, updates and maintains the job scheduling system for efficient time management and resource allocation.
Communicates with the field supervisors to ensure jobs are completed for the purposes of billing and closure of the job.

General Office Organization:

Maintains and organizes office files, equipment, and systems.
Ensures compliance with safety regulations and company policies.
Prioritizes and delegates administrative tasks among the administrative team including general correspondence and any additional requests from the leadership team.

Capabilities & Key Competencies

Proven experience as an office manager, administrative assistant, or similar role, preferably in the landscaping or trade service industries.
Job costing and estimating experience required.
Strong organizational skills and the ability to prioritize tasks.
Excellent communication skills, both written and verbal. Spanish-speaking candidates highly preferred.
Ability to adapt to new information, requests or situations with a calm and professional demeanor.
Ability to train and teach concepts or processes is strongly preferred.
Proficient in Google Suite or Workplace or Microsoft Office Suite (Word, Excel, Outlook), with the ability to learn other software or applications as needed.
Experience with accounting platforms (Quick Books or similar) and intermediate bookkeeping tasks required.
Ability to work independently and as part of a team in a small, fast-paced environment.
Three or more years in a small office environment is required. This is not an entry level position.
High school diploma required; some college courses including Business, Accounting or Finance highly preferred.
A positive attitude, attention to detail, and strong problem-solving skills.

Benefits:

Competitive salary starts at $65,000-$70,000, based on experience.
One-week vacation.
Flexibility within the office.
Small team environment and the opportunity to learn business management.

To Apply: Please send your resume and cover letter to admin@gratefulgardens.biz.
We are an equal opportunity employer and encourage candidates from all backgrounds to apply.
Job Type: Full-time
Pay: $65,000.00 - $70,000.00 per year
Benefits: