Grounds Maintenance Administrative Coordinator | Office-Based

Saluda Hill Landscapes; Lexington (SC); On-site; USD 34,000 - 41,000; Full time

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

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.