Administrative Assistant

Heads Up Outdoor Services; Shakopee, Northern (MN, KY); Hybrid; USD 25,000 - 33,000; Full time

Job summary

Heads Up Outdoor Services in Shakopee, MN is seeking an organized office administrator to act as the voice of the company. You'll handle calls, emails, scheduling, and basic customer inquiries, ensuring the crews are booked at the right addresses and the calendar stays accurate.

Ideal candidates are friendly on the phone, meticulous with details, and comfortable with email, calendars, and simple spreadsheets.

Qualifications

• Experience in customer service or office settings is helpful.
• Able to manage multiple tasks with attention to detail.
• Strong written and verbal communication skills.

Responsibilities

• Answer calls and emails, and return missed messages promptly.
• Schedule jobs and appointments, keeping the calendar accurate as plans change.
• Assist with invoicing: send, follow up, and track past due items.
• Keep the CRM tidy: enter new customers and maintain notes and duplicates.
• Handle everyday office tasks to keep the front of the business running.

Skills

Customer service

Scheduling

Phone communication

Organization

Tools

CRM software

Job description

Heads Up runs on a lot of moving parts. Crews out on lawns, mulch, patios, and snow. Customers calling to book, to reschedule, to ask when we're coming. This job is the person who keeps all of that organized and answered. You're the voice most of our customers hear and the reason the office stays on top of things. It's steady, people-facing work, and it matters.

What you'll actually do

Most days start with the phones and the inbox. You'll answer customer calls and emails, book and move appointments, and get the crews' schedule lined up so the right people show up at the right address. A patio quote needs to go out. A snow client wants to be added to the route. Someone's asking about their invoice. You handle it.

• Answer calls and emails, and return the ones you missed. Friendly, quick, no one left hanging.
• Schedule jobs and appointments, and keep the calendar honest when things shift (and in this business, they shift).
• Help with invoicing: send them out, follow up on the ones that are past due, keep the numbers straight.
• Keep the CRM tidy: enter new customers, update notes, fix the duplicates, so nothing falls through the cracks.
• Handle the everyday office stuff: filing, order supplies, prep paperwork, keep the front of the business running.

What we're looking for

Someone organized who likes talking to people and doesn't lose the thread when three things happen at once. You're comfortable on a computer, quick with email and a calendar, and you don't mind learning our software. Prior office, scheduling, or customer service experience helps, but a good attitude and real attention to detail count for more.

• Warm and clear on the phone and in writing.
• Organized, with a memory for details and a habit of following through.
• Comfortable with email, calendars, and basic spreadsheets. We'll train you on the rest.
• Reliable, punctual, and able to keep your cool on a busy day.

Schedule & pay

This is a full-time position, in the office, weekday hours. Pay is competitive and based on your experience. We'll talk real numbers when we talk. You're paid weekly.

Why work here

We’re a locally owned company in Shakopee, serving the southwest metro since 2020. We’ve earned a 4.9 on Google by actually doing what we say, and the office is a big part of that. You’ll work with a real team, not a call center, and with an owner who’s around and knows your name. When you’re good at this, there’s room to take on more.