Administrative Assistant, Grounds Maintenance

Saluda Hill Landscapes

Lexington (SC)

On-site

USD 34,000 - 41,000

Full time

3 days ago

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Benefits offered by this job

Health Insurance

Vision Insurance

Life Insurance

Paid Time Off

Holiday Pay

Professional Development Assistance

Profit Sharing

Company Cell Phone

Job summary

Saluda Hill Landscapes, Lexington, SC, is seeking a highly organized Grounds Maintenance Administrative Assistant to support daily operations in our Lexington office. This on-site role involves administrative tasks, coordinating schedules, and maintaining records to ensure smooth communication between field crews and management.

The ideal candidate is proactive, detail-oriented, and comfortable managing multiple responsibilities in a fast-paced environment.

Qualifications

Strong organizational and multitasking skills.
Excellent written and verbal communication abilities.
Strong attention to detail and ability to maintain accurate records.
Ability to prioritize tasks and manage multiple responsibilities in a fast-paced environment.
Proficiency in Microsoft Office, including Excel, Word, and Outlook.
Strong problem-solving skills and ability to work independently.
Professional and dependable with a willingness to support team members.
Ability to handle confidential information with discretion.

Responsibilities

Provide daily administrative support to the Grounds Maintenance Superintendent, Field Managers, and other team members.
Maintain accurate and organized records, files, reports, and departmental documentation.
Assist with data entry, document preparation, and general administrative tasks.
Track and organize important operational information to ensure records remain accurate and up to date.
Proactively identify administrative needs and assist with additional responsibilities as needed.
Assist with coordinating daily crew schedules, maintenance routes, and job assignments.
Communicate scheduling updates and operational changes to management and field teams.
Help track job progress, work orders, and completed services to support efficient daily operations.
Coordinate with team members to ensure necessary information and resources are available for scheduled work.
Support the estimating process by organizing information and assisting with the preparation of bids and proposals.
Coordinate with internal teams to gather the details needed for accurate and timely estimates.
Assist with preparing, organizing, and processing invoices and billing documentation.
Maintain accurate records of completed work and supporting documentation for billing purposes.
Work closely with the accounting department to ensure timely and accurate financial processes.
Help identify and resolve discrepancies in billing records and operational documentation.
Assist with responding to customer inquiries and directing requests to the appropriate team members.
Maintain professional and timely communication with customers, vendors, field crews, and management.
Serve as a point of contact between the Grounds Maintenance division and other company departments.
Help ensure customer requests, service updates, and important information are properly documented and communicated.
Assist with organizing work orders, service requests, and other operational documents.
Support the tracking of equipment, materials, and supplies as needed.
Help prepare reports and maintain information used to monitor departmental performance.
Assist management with special projects, process improvements, and other departmental needs.
Take on a variety of responsibilities to help the Grounds Maintenance team operate efficiently.

Skills

Organizational skills

Multitasking

Communication

Microsoft Office

Problem solving

Confidentiality

Independence

Scheduling software

Tools

Scheduling software

Job description

Grounds Maintenance Administrative Assistant

Location

Saluda Hill Landscapes, Lexington
2025 Industrial Blvd.
Lexington, SC 29072

Pay

Starting at $25/hour

Reports to

Grounds Maintenance Division Manager

Full-time position
Office-based with occasional visits to job sites as needed.

Company Overview

Saluda Hill Landscapes, founded in 1991, is an award-winning landscaping company recognized as one of the 2025 SC Top Workplaces. We specialize in commercial landscape design, installation, and maintenance while fostering a supportive and trusting workplace culture. Our commitment to employee growth and satisfaction makes us a leader in the landscaping industry.

Summary

We are seeking a highly organized, dependable, and detail-oriented Grounds Maintenance Administrative Assistant to support our Grounds Maintenance division at our Lexington office. This role is essential to keeping daily operations organized, assisting with administrative processes, and ensuring effective communication between field crews, management, and other departments.

The ideal candidate is proactive, adaptable, and comfortable managing multiple responsibilities in a fast-paced environment. This individual will play an important role in supporting the Grounds Maintenance team and helping ensure operations run smoothly and efficiently.

Key Responsibilities

Administrative and Office Support

Provide daily administrative support to the Grounds Maintenance Superintendent, Field Managers, and other team members.
Maintain accurate and organized records, files, reports, and departmental documentation.
Assist with data entry, document preparation, and general administrative tasks.
Track and organize important operational information to ensure records remain accurate and up to date.
Proactively identify administrative needs and assist with additional responsibilities as needed.

Scheduling and Operations Coordination

Assist with coordinating daily crew schedules, maintenance routes, and job assignments.
Communicate scheduling updates and operational changes to management and field teams.
Help track job progress, work orders, and completed services to support efficient daily operations.
Coordinate with team members to ensure necessary information and resources are available for scheduled work.
Support the estimating process by organizing information and assisting with the preparation of bids and proposals.
Coordinate with internal teams to gather the details needed for accurate and timely estimates.

Billing and Financial Support

Assist with preparing, organizing, and processing invoices and billing documentation.
Maintain accurate records of completed work and supporting documentation for billing purposes.
Work closely with the accounting department to ensure timely and accurate financial processes.
Help identify and resolve discrepancies in billing records and operational documentation.

Customer Service and Communication

Assist with responding to customer inquiries and directing requests to the appropriate team members.
Maintain professional and timely communication with customers, vendors, field crews, and management.
Serve as a point of contact between the Grounds Maintenance division and other company departments.
Help ensure customer requests, service updates, and important information are properly documented and communicated.

Operational and Team Support

Assist with organizing work orders, service requests, and other operational documents.
Support the tracking of equipment, materials, and supplies as needed.
Help prepare reports and maintain information used to monitor departmental performance.
Assist management with special projects, process improvements, and other departmental needs.
Take on a variety of responsibilities to help the Grounds Maintenance team operate efficiently.

Qualifications

Strong organizational and multitasking skills.
Excellent written and verbal communication abilities.
Strong attention to detail and ability to maintain accurate records.
Ability to prioritize tasks and manage multiple responsibilities in a fast-paced environment.
Proficiency in Microsoft Office, including Excel, Word, and Outlook.
Strong problem-solving skills and ability to work independently.
Professional and dependable with a willingness to support team members.
Ability to handle confidential information with discretion.

Preferred Skills

Previous experience in an administrative assistant, office coordinator, or operations support role.
Experience in the landscaping, grounds maintenance, construction, or related industry.
Familiarity with scheduling, work orders, invoicing, and operational reporting.
Knowledge of landscape maintenance equipment, materials, and terminology.
Experience working with field service management or scheduling software.

Company Culture and Character Expectations

Our company cultivates a culture of collaboration, innovation, and integrity. We value team members who demonstrate unwavering ethics, strong character, and a commitment to maintaining the highest standards of integrity in all their actions. We expect our team to engage in respectful and open daily interactions, fostering a positive and inclusive work environment. By upholding these principles, we aim to create a workplace where trust, professionalism, and mutual respect thrive, contributing to the collective success of our team and the organization as a whole.

Safety Protocols

We prioritize the safety and well-being of our team members. We expect every team member to adhere strictly to safety standards and protocols, demonstrating a commitment to creating a secure work environment. This includes the proper utilization of safety equipment, following established protocols for tasks, and promptly reporting any safety concerns or incidents. Team members are encouraged to actively engage in safety training and to communicate effectively with colleagues to ensure a collective awareness of potential hazards. By consistently prioritizing safety, we aim to create a workplace that promotes the health and security of every team member.

Benefits