Operations Assistant

Piscataqua Landscaping & Tree Service, LLC; Portland (ME); On-site; USD 40,000 - 52,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

401(k) plans

Paid vacations and holidays

Bonuses

Job summary

Piscataqua Landscaping & Tree Service, LLC is a busy, year-round landscaping and snow removal company based in Portland, Maine, seeking a detail-minded office coordinator to keep operations running smoothly.

You’ll handle front-line support, CRM data, invoicing, IT liaison, facilities, HR admin, and ongoing process improvements, working Monday–Friday in our Portland office with a supportive team and opportunities to grow.

Qualifications

• Exceptionally organized with strong attention to detail; able to pivot smoothly among tasks in a busy environment.
• Reliable with deadlines; meticulous about accurate data entry and task completion.
• Customer-service oriented with a positive, empathetic, and professional communication style.
• Comfortable with numbers (discounts, interest, commissions, proportions, percentages).
• Proficient in Microsoft Office (Outlook/Excel/Word).
• Able to learn concepts and computer programs quickly with training.
• Comfortable explaining processes clearly to others and providing informal training/support to team members as needed.
• Spanish language skills are a plus!

Responsibilities

• Front-Line Support: Answer and route office calls with precision and professionalism; communicate with vendors, subcontractors, and clients.
• CRM Management & Process Support: Learn our processes to detect errors and ensure workflows are accurate and understood.
• Billing & Accounts Receivable: Create customer invoices and oversee A/R; follow up on payments with the accounts team.
• IT Liaison: Update the team on IT changes and be the go-to contact with our IT provider.
• Facilities & Procurement: Oversee facilities services and supplies; coordinate vendors and site needs.
• HR Support: Provide admin support to Office and HR across daily operations.
• Continuous Improvement: Identify opportunities to boost productivity and train others on SOPs.
• General Administrative Support: Perform clerical duties and support special projects.
• Cross-Coverage: Provide backup for other branches/divisions as needed.

Skills

Organizational skills

Attention to detail

Customer service

Numerical literacy

Training support

Spanish language (nice to have)

Tools

Microsoft Office

Job description

Description

Be The Engine That Keeps Our Operations Running!

Piscataqua Landscaping & Tree Service is a busy, year-round landscaping and snow removal company — and we're looking for someone who doesn't just keep the office running, but makes it run better.

We’re looking for a self-starter who spots problems before they become issues, learns our operations inside and out, builds better systems without being asked, and helps train branch personnel on the processes that keep us running. If you're motivated by figuring things out, streamlining what's broken, and being the person people count on — keep reading.

We’re a fast-paced, hands-on team, and this full-time position is based in our Portland, Maine office, Monday through Friday.

What You'll Do:

• Front-Line Support: Answer and route office calls with precision and professionalism; communicate directly with vendors, subcontractors, and clients.
• CRM Management & Process Support: Learn our operational processes to dig into the data — catch errors, fix inconsistencies, and make sure workflows are accurate, and clearly understood across the team.
• Billing & Accounts Receivable: Create customer invoices and oversee A/R for your assigned branch(es)/division(s); partner with the accounts team to proactively follow up on outstanding payments.
• IT Liaison: Keep the team informed on IT updates and serve as the go-to point of contact between office staff and our third-party IT provider.
• Facilities & Procurement: Oversee recurring and as-needed facilities services to keep the building fully operational — scheduling vendors, ensuring site-specific needs are met, and managing/ordering supplies.
• HR Support: Provide comprehensive administrative support to the Office and HR department across a range of tasks that keep daily operations — and HR functions — running smoothly.
• Continuous Improvement: Actively identify opportunities to boost branch productivity and customer satisfaction — then act on them by creating, maintaining, and training others on SOPs.
• General Administrative Support: Perform clerical duties, support special projects, and communicate interdepartmental updates and issues.
• Cross-Coverage: Provide backup support for other branches/divisions as needed.

Requirements

• Exceptionally organized with strong attention to detail; able to pivot smoothly among tasks in a busy environment.
• Reliable with deadlines; meticulous about accurate data entry and task completion.
• Customer-service oriented with a positive, empathetic, and professional communication style.
• Comfortable with numbers (discounts, interest, commissions, proportions, percentages).
• Proficient in Microsoft Office (Outlook/Excel/Word).
• Able to learn concepts and computer programs quickly with training.
• Comfortable explaining processes clearly to others and providing informal training/support to team members as needed.
• Spanish language skills are a plus!

Piscataqua Landscaping & Tree Service is the seacoast's premier choice for landscaping services when it comes to discerning homeowners, developers, and property managers. For over 40 years our educated, certified, and experienced staff have been creating and celebrating beauty on residential and commercial properties. We pride ourselves in building relationships and exceeding the expectations of our clients as we transform the ordinary into the extraordinary.

As an industry leader, our remarkable success is attributed to our team of outstanding employees who enjoy serving clientele that expect the very best. Our team members, many with a history of longevity with our company, take pride in their work and strive to exceed client expectations each and every time. Taking care of our talented employees includes offering one of the most extensive benefits packages in the landscape industry. We provide health and dental insurance, 401(k), paid vacations and holidays, employee development opportunities, bonuses and premier facilities.

Piscataqua Landscaping & Tree Service is an equal opportunity employer and values diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.