Landscaping Branch Administrator - Maintenance at Ascape Landscape and Construction

People Solutions Center; United States; On-site; USD 65,000 - 75,000; Full time

Benefits offered by this job

Health coverage after 90 days

401(k) with 4% employer match

Paid time off

Job summary

Ascape Landscape and Construction is seeking a Landscaping Branch Administrator - Maintenance to join our team. This role supports the maintenance division with proposals, contracts, billing, scheduling, and client communication.

Ideal candidates have 3–5 years of office administration experience in construction or landscaping, strong data management and Excel skills, and proficiency with CRM systems, Monday.com, Outlook, and PDF tools. Base salary: $65,000–$75,000 per year.

Qualifications

• 3–5 years of office administration experience in construction, landscaping, or related industries.
• High School Diploma or GED required; associate degree or higher preferred.
• Proficient with Excel and CRM systems; strong data management skills.
• Excellent written and verbal communication abilities.
• Proficient with Microsoft Office, Outlook, and PDF editing/signing 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 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 elevate issues when necessary.
• Other duties as assigned.

Skills

Office administration

Attention to detail

Written and verbal communication

Education

High School Diploma or GED

Associate degree preferred

Tools

Excel

CRM systems

Microsoft Office

Outlook

Monday.com

PDF editing/signing tools

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 elevate issues when necessary
• Other duties as assigned.