Landscaping Branch Administrator - Maintenance

Ascape Landscape and Construction; Blauvelt (NY); On-site; USD 65,000 - 75,000; Full time

Benefits offered by this job

Health coverage after 90 days

401(k) with employer match

Paid time off

Job summary

Ascape Landscape and Construction is seeking a Landscaping Branch Administrator - Maintenance to support the maintenance division with proposals, contracts, billing, scheduling, and client communication.

The role emphasizes accurate scope, pricing, and timely execution, working with internal teams and subcontractors to keep projects on track and clients informed. Salary ranges reflect experience and responsibilities.

Qualifications

• 3–5 years of office administration experience in related industries.
• High School Diploma or GED; associate degree preferred.
• Intermediate to proficient Excel skills.
• Strong written and verbal communication and attention to detail.
• Proficient with CRM systems, Microsoft Office, Outlook, Monday.com, and PDF tools.

Responsibilities

• Prepare maintenance proposals and draft, review, and send contracts for approval.
• Track proposal status and follow up with clients as needed.
• Coordinate with internal teams to ensure accurate scope, pricing, and timelines.
• Maintain organized proposal and contract records.
• Set up new client accounts and maintain billing information.
• Add scheduling tasks and coordinate with operations teams prior to service start.
• Order materials for approved maintenance projects and enhancements.
• Serve as a point of contact for maintenance clients via phone and email.
• Respond to client inquiries and service-related questions promptly.
• Solicit subcontractor quotes and coordinate scheduling of subcontractor work.
• Review and approve subcontractor invoices.
• Generate invoices, monitor balances, and coordinate billing questions with clients.
• Submit and track payment information with Bookkeeping.
• Maintain accurate billing documentation and records.
• Address client concerns professionally and escalate issues when necessary.

Skills

Attention to detail

Written and verbal communication

Data management

Time management

Education

High School Diploma/GED

Associate degree or higher preferred

Tools

CRM systems

Microsoft Office

Outlook

Monday.com

PDF editing/signing tools

Excel

Job description

Ascape Landscape and Construction is a leading landscape construction and maintenance company specializing in commercial landscape construction and maintenance. We are committed to quality craftsmanship and environmental responsibility, transforming ideas into reality.

We are currently seeking a Landscaping Branch Administrator - Maintenance to join our team!

The Landscaping Branch Administrator - Maintenance supports the operational and administrative functions of the maintenance division. This role is responsible for preparing and managing service proposals, contracts, billing, scheduling, and client communication while ensuring accuracy and timely execution.

We offer a competitive compensation package with a base annual salary of $65,000 - $75,000, based on experience. Benefits include health coverage after 90 days, a 401(k) with a 4% employer match, paid time off, and vacation time.

Requirements:

• 3-5 years of office administration experience in a related industry such as construction, landscaping, plumbing, or electrical
• High School Diploma/GED required; associate degree or higher preferred
• Intermediate to proficient Excel skills
• Strong attention to detail and ability to manage large amounts of data
• Excellent written and verbal communication skills
• Proficient with CRM systems, Microsoft Office, Outlook, Monday.com, and PDF editing/signing tools
• Ability to work at a computer for extended periods

Responsibilities:

• Prepare maintenance proposals and draft, review, and send contracts for approval
• Track proposal status and follow up with clients as needed
• Coordinate with internal teams to ensure accurate scope, pricing, and timelines
• Maintain organized proposal and contract records
• Set up new client accounts and maintain billing information
• Add scheduling tasks and coordinate with operations teams prior to service start
• Order materials for approved maintenance projects and enhancements
• Serve as a point of contact for maintenance clients via phone and email
• Respond to client inquiries and service-related questions promptly
• Solicit subcontractor quotes and coordinate scheduling of subcontractor work
• Review and approve subcontractor invoices
• Generate invoices, monitor outstanding balances, and coordinate billing questions with clients
• Submit and track payment information with the Bookkeeping department
• Maintain accurate billing documentation and records
• Address client concerns professionally and escalate issues when necessary
• Other duties as assigned