Administrative Clerk

United Land Services; Florida; On-site; USD 32,000 - 42,000; Full time

Job summary

United Land Services, a leading landscaping provider in Florida, seeks an Administrative Clerk to support team members across projects. Responsibilities include data entry, document preparation, and general office tasks in a fast-paced environment.

Key duties cover record management, scheduling with Aspire, information gathering, data entry, and project tracking, along with clerical tasks and AR/AP duties. Prior landscaping/construction exposure is a plus.

Qualifications

• High school diploma or equivalent is required.
• 3–5 years of administrative experience.
• Experience in a blue-collar environment is helpful.
• Preferred: landscaping or construction industry experience.
• Familiarity with Aspire Landscape Management Software, Exactix, Supply Pro, or Vendor suite.

Responsibilities

• Record management: compile, update, and maintain company records.
• Scheduling: use Aspire to schedule construction and landscaping jobs.
• Information gathering: collect data from documents and field personnel.
• Data entry: input data into the Aspire landscaping platform accurately.
• Project tracking: reconcile totals and hours in the system.
• Clerical duties: photocopying, scanning, faxing, mail distribution, filing; AR & AP duties.

Skills

Microsoft Office Suite

Attention to detail

Communication

Team player

Confidentiality

Education

High school diploma or equivalent

Tools

Aspire Landscape Management Software

Exactix

Supply Pro

Vendor suite

Job description

United Land Services (ULS) is a leading full-service landscaping company, providing a comprehensive range of commercial landscape installation and maintenance services. Our expertise spans landscape design, maintenance, irrigation systems, hardscapes, fences, and outdoor lighting. We proudly serve diverse properties, from single-family home developments to condominium complexes, commercial buildings, and shopping centers.

Join our team as an Administrative Clerk, where you'll play a pivotal role in assisting key team members while contributing to various projects. Your primary responsibilities will encompass data entry, document preparation, and general office support.

Key Responsibilities:

• Record Management:Compile, update, and maintain company records efficiently.
• Scheduling:Utilize Aspire software to schedule construction and landscaping jobs.
• Information Gathering:Collect information from documents and field personnel for landscaping projects.
• Data Entry:Accurately input data into the Aspire landscaping platform.
• Project Tracking:Reconcile project totals and hours within the system.
• Clerical Duties:Perform general clerical tasks like photocopying, scanning, faxing, mail distribution, and filing. This position also is responsible for AR & AP duties.
• Administrative Assistance:Assist branch management with tasks such as drafting correspondence and scheduling meetings.
• Proofreading:Review reports for errors in typing, spelling, punctuation, and grammar.
• Materials Handling:May be responsible for picking up and distributing materials.
• Equipment Maintenance:Maintain and care for company property and equipment.
• Relationship Building:Foster positive working relationships with colleagues, vendors, and customers.
• Time Management:Meet deadlines without compromising on customer service or quality.
• Safety Promotion:Promote workplace safety.
• Compliance:Ensure adherence to all relevant codes, laws, rules, regulations, standards, policies, and procedures.
• Training:Complete training classes and seminars as required by management.
• Additional Tasks:Perform other assigned duties.

Requirements:

• High school diploma or equivalent.
• 3-5 years of administrative experience.
• Experience in a blue collar environment helpful.
• Preferred: Prior experience in the landscape or construction industry.
• Desired Skills: Familiarity with Aspire Landscape Management Software, Exactix, Supply Pro, or Vendor suite.
• Equivalent combinations of training and experience may substitute for the degree requirement.

Knowledge, Skills & Abilities:

• Commitment to representing the company with integrity and professionalism.
• Self-starter with a positive and proactive attitude.
• Basic mathematical skills.
• Strong attention to detail.
• Effective oral and written communication.
• Proficiency in Microsoft Office Suite, including Outlook, Excel, and PowerPoint.
• Ability to troubleshoot basic office technology issues.
• Excellent organizational skills.
• Team player who can also work independently.
• Strict maintenance of confidentiality.

Work Environment | Physical Demands:

This role primarily operates in an indoor office setting, with occasional exposure to outdoor elements due to the industry. The position requires extended periods of sitting and repetitive motion, along with occasional standing, walking, lifting (up to 20 lbs), and intermittent moving, climbing, and crouching.