Office Manager

Dynamic Landscaping; Fort Wayne (IN); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Supplemental insurance

401(k) with company match

Paid vacation

Training & development

Long-term advancement opportunities

Job summary

Dynamic Landscaping is seeking an experienced Office Manager in Fort Wayne, IN to oversee daily administrative operations, invoicing, AR, and HR tasks. The role requires coordinating with sales, production, and leadership while ensuring accurate records and timely billing.

You will manage customer data in QuickBooks/CRM, supervise the Customer Service Representative, and assist with phones and inquiries as needed in a hands-on, growth-oriented environment.

Qualifications

• Experience in office management, AR, bookkeeping, administrative leadership, or a similar role.
• Experience with QuickBooks, Sage, or comparable accounting software.
• Accounts Receivable experience including invoicing, payment tracking, and collections.
• Experience maintaining accurate customer or financial records.
• 1-2+ years of customer service, preferably including phone interaction.
• Supervisory or team-lead experience preferred.
• Experience with Aspire, LMN, or similar landscape/business software is a plus.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.

Responsibilities

• Oversee the daily administrative operations of the Syracuse office.
• Prepare customer invoices and ensure billing is accurate and on time.
• Monitor Accounts Receivable and follow up with customers on overdue balances.
• Review aging reports and collect outstanding payments.
• Maintain customer information and financial records in QuickBooks and CRM.
• Verify and approve employee timesheets daily.
• Coordinate with bookkeeper and leadership on AR needs.
• Support HR administration, including paperwork and compliance documentation.
• Provide customer service coverage when needed (phones/inquiries).
• Coordinate communication across office, sales, production, vendors, and leadership.

Skills

Office management

Accounts Receivable

Invoicing

QuickBooks

Customer service

HR administration

Sage

Team leadership

Time management

Administrative skills

Education

Associate degree

Bachelor's degree

Tools

Aspire

LMN

Sage

CRM software

Job description

Dynamic Landscaping

Office Manager

Location: Fort Wayne, IN -- In-person (travel to syracuse)

Keep the Office Moving, the Numbers Organized, and the Team Connected

Dynamic Landscaping is a growing, women-owned landscaping company serving Syracuse and surrounding Northern Indiana communities. We are committed to raising the level of professionalism in the landscaping industry by creating a workplace where dependable, motivated people can build real careers, develop new skills, and grow into greater responsibility. Our team values reliability, accountability, respect, teamwork, continuous improvement, and doing the job right even when no one is watching.

Dynamic Landscaping is looking for an experienced, organized, and proactive Office Manager to oversee the day-to-day administrative functions of our office.

This is a hands-on, high-responsibility role that combines office management, Accounts Receivable, customer service oversight, HR administration, and internal coordination. You will help ensure customers are invoiced correctly, payments are followed up on, employee time is verified, records remain accurate, office needs are handled, and communication moves efficiently between customers, sales, production, vendors, and leadership.

The Office Manager will also provide direction and support to the Customer Service Representative and must be comfortable stepping in to assist with phones and customer inquiries when needed.

Key Responsibilities

• Oversee the daily administrative operations of the Syracuse office.
• Prepare customer invoices and ensure billing is completed accurately and on time.
• Monitor Accounts Receivable and follow up with customers regarding overdue balances.
• Review aging reports and contact customers to collect outstanding payments.
• Maintain accurate customer information and financial records in QuickBooks and company CRM software.
• Verify and approve employee timesheets daily for accuracy.
• Handle incoming vendor mail and receipts and submit appropriate documentation to the bookkeeper for payment.
• Coordinate with the bookkeeper and leadership regarding financial documentation and Accounts Receivable needs.
• Support Human Resources administration, including employee paperwork, recordkeeping, and compliance-related documentation.
• Oversee and support the Customer Service Representative.
• Provide customer service coverage when needed, including answering phones and responding to customer inquiries.
• Help ensure customer questions, concerns, and follow-up items are handled promptly and routed to the appropriate team member.
• Coordinate communication between the office, sales, production, customers, vendors, and leadership.
• Order and maintain necessary office, greenhouse, and shop supplies.
• Maintain accurate and organized administrative records.
• Learn and consistently use Dynamic Landscaping's company systems and software, including Aspire.
• Help reinforce established office procedures, workflows, and company standards.
• Identify gaps or inefficiencies and work with leadership to improve administrative processes.
• Take ownership of assigned responsibilities and follow tasks through to completion.
• Assist with additional office and administrative duties as needed.

Qualifications

• Previous experience in office management, Accounts Receivable, bookkeeping, administrative leadership, or a similar role required.
• Experience with QuickBooks, Sage, or comparable accounting software required.
• Previous Accounts Receivable experience, including invoicing, payment tracking, and collections.
• Experience maintaining accurate customer or financial records.
• 1-2+ years of customer service experience, preferably including phone-based customer interaction.
• Previous supervisory or team-lead experience strongly preferred.
• Experience handling HR paperwork or administrative HR responsibilities is a plus.
• Strong computer skills and the ability to quickly learn new software.
• Experience with Aspire, LMN, or similar landscape/business management software is an asset.
• Comfortable learning independently through instructional videos and self-guided training.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Able to manage difficult customer conversations professionally and calmly.
• Strong follow-through and ability to take responsibility for issues through resolution.
• Able to prioritize multiple responsibilities in a fast-pace environment.
• Self-motivated and capable of working without constant supervision.
• Reliable attendance and consistent availability are essential.
• Growth-oriented, coachable, and comfortable being held accountable to measurable expectations.
• Associate or bachelor's degree preferred based on the existing AR role requirements.
• Valid driver's license required.

Pay and Benefits

• Full-time, year-round position.
• Typical working hours are approximately 7:00 AM-4:00 PM.
• Supplemental insurance options available, including dental, vision, short-term disability, and hospitalization coverage.
• 401(k) available after 6 months with a 4% company match.
• Administrative vacation/PTO eligibility may begin after approximately 3 months, with starting vacation generally ranging from 1-2 weeks depending on experience and the final offer.
• Training and opportunities to develop additional skills and responsibilities.
• Long-term advancement opportunities as Dynamic Landscaping continues to grow.

Why Dynamic Landscaping?

Dynamic Landscaping is growing quickly, and the Office Manager will play a key role in keeping that growth organized and sustainable. You will have real ownership over billing, collections, office operations, customer communication, employee administration, and the systems that connect our teams. We value people who take responsibility, solve problems instead of blaming others, improve processes, and help the team succeed. If you want a role where your organization, leadership, and attention to detail make a visible impact every day, this is an opportunity to grow with us.

Dynamic Landscaping encourages applications from qualified candidates of all backgrounds and experiences.