Administrative Assistant - Proposals & Client Support

Malibu Nursery & Landscaping; Thousand Oaks (CA); On-site; USD 33,000 - 41,000; Full time

Benefits offered by this job

Five days of paid vacation

10 days of sick leave

Job summary

Malibu Nursery & Landscaping in Thousand Oaks, CA is seeking an Administrative Assistant - Proposals & Client Support to support the General Manager, handle calls and client emails, and prepare proposals.

You will use LMN landscaping software, maintain client data, and help keep daily operations moving. This is a full-time, on-site role with a Monday–Friday, 8:00 a.m.–4:00 p.m. schedule, offering paid time off and opportunities to improve processes.

Qualifications

• Experience preparing, writing, or assembling business proposals.
• Clear, professional phone and written communication.
• Strong organization, accuracy, and follow-through.
• Working knowledge of Gmail, Excel, and everyday office software.
• Ability to manage competing requests and ask questions when information is incomplete.
• Willingness to learn company systems and support changing daily priorities.
• Ability to work on-site in Thousand Oaks during the stated schedule.

Responsibilities

• Answer incoming calls professionally, capture details, and route requests appropriately.
• Prepare and update proposals using project information and direction from leadership.
• Enter and maintain client, inquiry, and proposal information in LMN.
• Monitor incoming emails and respond to routine client questions with guidance.
• Track outstanding requests, proposal details, and follow-up items.
• Support the General Manager and owner with daily administrative coordination.
• Help organize insurance documents, renewals, and related paperwork.
• Maintain Excel trackers and prepare routine reports.
• Coordinate information between leadership, the Office Manager, and field teams.
• Recommend improvements to call handling, proposal preparation, and recordkeeping.

Skills

Proposal writing

Administrative support

Gmail

Excel

Phone communication

On-site work

Tools

LMN landscaping software

Job description

Malibu Nursery & Landscaping

Administrative Assistant - Proposals & Client Support

Location: Thousand Oaks, CA | On-site

Schedule: Monday-Friday, 8:00 a.m.-4:00 p.m.

Put your organization and proposal-writing skills to work--with a consistent weekday schedule and a team that values your contribution.

Help clients get timely answers, turn project information into organized proposals, and keep daily business moving. At Malibu Nursery & Landscaping, you'll work directly with leadership in a role that combines administrative support, client communication, and hands‑on proposal preparation.

About Malibu Nursery & Landscaping

Malibu Nursery & Landscaping has been operating for nearly 19 years and has approximately 55 employees. We provide landscape design, installation, maintenance, irrigation, and tree services for high‑end residential properties.

Our office and field teams share a location, keeping people connected throughout the day. We value teammates who take initiative, follow through, and suggest practical ways to improve how we work.

About the Role

As our Administrative Assistant, you'll support the General Manager and owner with incoming calls, client emails, proposal preparation, and administrative follow‑up.

Proposal support is an important part of this position. You'll use information provided by leadership to help build clear, accurate proposals in LMN, our landscaping business software. Experience preparing proposals is important; familiarity with LMN or another landscaping software platform will help you get started.

You'll also help organize the details that allow leadership to manage daily operations and keep client requests moving.

Key Responsibilities

• Answer incoming calls professionally, capture details, and route requests appropriately.
• Prepare and update proposals using project information and direction from leadership.
• Enter and maintain client, inquiry, and proposal information in LMN.
• Monitor incoming emails and respond to routine client questions with guidance.
• Track outstanding requests, proposal details, and follow‑up items.
• Support the General Manager and owner with daily administrative coordination.
• Help organize insurance documents, renewals, and related paperwork.
• Maintain Excel trackers and prepare routine reports.
• Coordinate information between leadership, the Office Manager, and field teams.
• Recommend improvements to call handling, proposal preparation, and recordkeeping.

Qualifications

Required

• Experience preparing, writing, or assembling business proposals.
• Clear, professional phone and written communication.
• Strong organization, accuracy, and follow‑through.
• Working knowledge of Gmail, Excel, and everyday office software.
• Ability to manage competing requests and ask questions when information is incomplete.
• Willingness to learn company systems and support changing daily priorities.
• Ability to work on‑site in Thousand Oaks during the stated schedule.

Preferred

• Experience using LMN or another landscaping software platform.
• Administrative or client support experience in landscaping, construction, or another service business.
• Experience supporting business owners, managers, or operations teams.

Pay and Benefits

• Full‑time, W‑2 employment
• Pay: $24-$30 per hour, depending on experience.
• Five days of paid vacation.
• 10 days of sick leave.
• Monday-Friday, 8:00 a.m.-4:00 p.m.
• Guidance on company processes and proposal workflows.

Why Join Malibu Nursery & Landscaping?

Join an established company where some employees have built careers spanning more than a decade. Work closely with leadership and see how your support makes a difference for clients and crews. Our close‑knit team stays connected through daily collaboration and quarterly barbecues. As the company grows, you'll have opportunities to strengthen your skills and help improve the processes that support our work.

Malibu Nursery & Landscaping is an equal opportunity employer and considers qualified applicants without regard to legally protected characteristics.