Ancillary Services Administrator

Clean Scapes LLC; San Antonio (TX); On-site; USD 36,000 - 56,000; Full time

Job summary

Clean Scapes LLC in Texas is seeking an Ancillary Services Administrator to support the efficient operation of a key service division. This in-person, full-time role focuses on administrative tasks, data entry, scheduling, and file management while coordinating with department leadership.

The ideal candidate brings 1+ years in an administrative role, strong organizational and communication skills, and proficiency with Microsoft Office.

Qualifications

• 1+ years of experience in an administrative assistant, office support, or similar administrative role preferred.
• Strong organizational skills—able to manage multiple tasks, deadlines, and priorities effectively.
• Attention to detail—high degree of accuracy in all administrative and coordination work.
• Excellent communication skills—able to interact clearly and professionally with team members at all levels.
• Technical aptitude—comfortable with Microsoft Office Suite (Excel, Word, Outlook) and scheduling/database tools.

Responsibilities

• Administrative Support: handle daily tasks including scheduling, data entry, document prep, and file management.
• Project Coordination: maintain and update project documentation for accuracy and accessibility.
• Record Keeping: maintain organized records of schedules, service logs, and project details.
• Timekeeping & Payroll Support: collect, review, and audit employee timecards for labor allocation and payroll processing; resolve discrepancies with foremen.
• Auditing: monitor timekeeping systems and ensure deadlines are met across multiple dispersed job sites.

Skills

Admin experience

Organizational skills

Attention to detail

Communication skills

Microsoft Office

Proactive mindset

Tools

Microsoft Office Suite

Scheduling tools

Job description

Ancillary Services AdministratorFull-Time | In-Person | Commercial LandscapingDo you love to bring order and organization to projects? Do you have an eagle eye for detail? Do you thrive on keeping things running smoothly and enjoy solving problems? Are you excited by the idea of serving clients, supporting your team, and contributing to your community?If this resonates, we want to know you at Clean Scapes. Clean Scapes is the largest commercial landscaping contractor based in Texas, with locations in Austin, Dallas, San Antonio, Fort Worth, and Houston. Our experts are committed to excellence, offering a variety of services from pre-construction and construction to maintenance and enhancements. Since our founding in 2005, the passion, reputation, and talent of our team has provided the opportunity to service some of the most prestigious and beautiful properties throughout Texas including the Oracle campus, Q2 Stadium, Omni PGA Frisco Resort, Hemisfair Park, and Waterloo Park.We are seeking a Ancillary Services Administrator to play a pivotal role in supporting the efficient operation of one of our key service divisions. This position is responsible for administrative functions, project coordination, and providing direct support to department leadership. The ideal candidate will ensure smooth day-to-day operations by facilitating communication, managing information, and maintaining accurate records.Role + ResponsibilitiesAdministrative SupportHandle daily administrative tasks including scheduling, data entry, document preparation, and file managementSupport department leadership with general office tasks and coordination needProject CoordinationMaintain and update project documentation to ensure accuracy and accessibilitRecord KeepingMaintain organized records of schedules, service logs, and project detailsTrack inventory, supplies, and materials as needed for the departmentTimekeeping & Payroll SupportCollect, review, and audit employee timecards to ensure accurate labor allocation, job costing, and payroll processing.Follow up with supervisors and crew leaders to resolve timekeeping discrepancies, missing punches, and incorrect labor allocations.Auditing daily crew hours and resolving punch errors or missing timecards with foremen.Monitoring mobile, GPS, or clock-in systems across multiple dispersed job sites.Maintain employee time and attendance records in Miter and partner with Payroll to ensure deadlines are metKnowledge, Skills, + Abilities1+ years of experience in an administrative assistant, office support, or similar administrative role preferred.Strong organizational skills—able to manage multiple tasks, deadlines, and priorities effectivelyAttention to detail—high degree of accuracy in all administrative and coordination workExcellent communication skills—able to interact clearly and professionally with team members at alllevelsTechnical aptitude—comfortable with Microsoft Office Suite (Excel, Word, Outlook) and scheduling/database toolsProactive mindset—able to anticipate needs, suggest solutions, and prevent issues before they arise