Administrative Assistant

di Stefano Landscaping; Essex Center (VT); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Comprehensive care insurance

401(k) with company match

Paid time off & sick leave

6 paid holidays

Team events & culture

Profit-sharing opportunities

Job summary

di Stefano Landscaping is seeking a detail-oriented Administrative Assistant to serve as the operational hub for our busy team in Vermont. You will manage client scheduling, document handling, and cross-department communication to keep daily workflows running smoothly and professionally.

This full-time role requires strong organizational skills, experience with Windows, Excel/Sheets, and Google Workspace, plus a customer-focused mindset to support leadership and field teams in delivering

Qualifications

• Must be highly organized with strong attention to detail.
• Ability to manage multi-step projects with interruptions.
• Proven communication skills with clients, visitors and management.
• Proactive, time-management focused and reliable.

Responsibilities

• Serve as the operational hub, coordinating client scheduling, documents, and cross-department communication.
• Maintain company calendar and dashboard, schedule appointments and prep team events.
• Process inquiries, upload leads, and assign to the appropriate Account Manager.
• Coordinate mail, AP docs, inventory of apparel and safety equipment, and order office supplies.

Skills

Analytical

Calm under pressure

Growth mindset

Communication & leadership

Tools

Windows OS

Excel & Google Sheets

Google Workspace

Job description

Administrative Assistant

About di Stefano Landscaping

di Stefano Landscaping is an award-winning Landscape Design, Construction, and Maintenance company. Today, we continue to grow and are currently seeking a talented, enthusiastic, and result-driven individual to support our expansion. This is truly an incredible opportunity to join one of the most successful landscape companies in the state, with established systems, a dedicated team, and a culture built to support the success of this position.

Are You Our Next Team Member? Do you enjoy working on a winning team? Do you enjoy the details, being highly organized, and systematically working through multistep projects? Are you a master of time management and calm under pressure? Do you want to work in a fast-paced environment with unlimited growth opportunity? We believe that team members who exhibit an exceptional work ethic and an eagerness to learn should be rewarded with the opportunity to expand their responsibilities and advance within the company. If you are ready to take on this full-time position to learn, grow, and demonstrate your desire to advance, we want to hear from you.

Position Summary

The Administrative Assistant will serve as the operational hub of our landscaping team, ensuring daily operations run smoothly, efficiently, and professionally. In this role, you will be the first point of contact for clients, visitors, and management, managing critical daily workflows that include client scheduling, document and work order organization, and cross departmental communication. Candidates must be organized, efficient, and systematic in their approach to tasks, ensuring their ability to complete multi-step projects even with frequent interruptions. By taking ownership of administrative tasks, managing seasonal logistics, and maintaining an organized workplace, you will directly enable leadership and the broader field teams to focus on achieving core business objectives and delivering exceptional outdoor spaces.

Key Responsibilities

Front Office & Customer Relations

• Communications: Answer incoming calls, route transfers, deliver precise messages, and manage the primary office email inbox. Customer Service: Build and maintain strong client relations through clear communication and proactivefollow-ups.
• Scheduling: Maintain the company calendar and operational dashboard, schedule appointments, and coordinate/prep team events.
• Manage Sales Leads/ Inquires: Review incoming emails, upload new leads into the LMN system, and efficiently assign them to the correct Account Manager along with any reference job site pictures.

Office Support & Logistics

• Mail & AP Coordination: Collect physical mail three days a week, carefully scan all incoming financial documents, and promptly email them to Accounts Payable (AP).
• Apparel & Uniform Tracking: Manage, distribute, and track inventory for work apparel and safety equipment for all team members, ensuring field crews are fully equipped.
• Office Support: Monitor and order office supplies and team snacks, handle document scanning, and assist with general office coordination.

Requirements & Qualifications

Technical Skills

• Operating Systems: Fluent and efficient working within a Windows desktop environment and managing digital office devices.
• Spreadsheets & Data: High proficiency in data entry, tracking, and organization using Microsoft Excel and Google Sheets.
• Cloud & Collaboration: Experience with Google Workspace, including Google Drive, Gmail, and Google Calendar.

Soft Skills & Core Attributes

• Analytical & Precise: Excellent analytical and problem-solving abilities. High attention to detail and a strict concern for doing things the right way.
• Focused & Calm: Great ability to focus and stay calm under pressure in a fast-paced, shifting environment.
• Growth Mindset: Learning-based, service-oriented attitude with a proven ability to succeed and an eagerness to expand responsibilities.
• Communication & Leadership: Strong written and verbal communication skills, with the ability to present financial or operational information clearly to diverse audiences. Proven interpersonal skills and a collaborative team playermindset.

Benefits & Perks

• Comprehensive Care: Medical, Dental, and Vision Insurance available after 30 days, with a generous company contribution.
• Retirement Planning: 401(k) plan with a 3% company match after one year of employment.
• Time Off: Paid time off and sick leave to keep you refreshed.
• Paid Holidays: 6 paid holidays after three months of employment (Memorial Day, Independence Day, Labor Day, Thanksgiving, Christmas, and New Year's).
• Team Culture: Several company gatherings each year (Holiday Party, End of Season Party, Summer BBQ, etc.).
• Financial Growth: Participation in our company profit-sharing program and unlimited opportunities to advance.