Operations & Process Improvement Assistant

Piscataqua Landscaping; Portland, Northern (ME, KY); Hybrid; USD 42,000 - 56,000; Full time

Benefits offered by this job

Health & Dental Insurance

401(k)

Paid vacations & holidays

Employee development opportunities

Bonuses

Premier facilities

Job summary

Piscataqua Landscaping & Tree Service is seeking a full-time Office/Operations Support role in Portland, Maine. The right candidate will streamline processes, manage administrative tasks, and support HR, IT, and billing functions in a busy year-round landscape and snow removal company.

We value a proactive self-starter who improves systems, trains staff, and handles vendor relations with professionalism. Spanish is a plus, with a strong emphasis on accuracy and customer service.

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 directly with vendors, subcontractors, and clients.
• CRM Management & Process Support: Learn our operational processes to dig into the data — catch errors, fix inconsistencies, and ensure workflows are accurate and understood.
• Billing & Accounts Receivable: Create customer invoices and oversee A/R for assigned branches; collaborate with accounts to follow up on outstanding payments.
• IT Liaison: Keep team informed on IT updates and serve as the go-to contact between office staff and our third-party IT provider.
• Facilities & Procurement: Oversee facilities services, schedule vendors, meet site needs, and manage supplies.
• HR Support: Provide administrative support to Office and HR across tasks ensuring smooth daily operations.
• Continuous Improvement: Identify opportunities to boost branch productivity and customer satisfaction; create and train others on SOPs.
• General Administrative Support: Perform clerical duties, support projects, and communicate interdepartmental updates.
• Cross-Coverage: Provide backup support for other branches/divisions as needed.

Skills

Organizational skills

Deadline orientation

Customer service

Numerical proficiency

Microsoft Office

Quick learner

Process training

Spanish (plus)

Tools

Microsoft Office

Job description

Piscataqua Landscaping & Tree Service is seeking a full-time Office/Operations Support role in Portland, Maine. The right candidate will streamline processes, manage administrative tasks, and support HR, IT, and billing functions in a busy year-round landscape and snow removal company.

We value a proactive self-starter who improves systems, trains staff, and handles vendor relations with professionalism. Spanish is a plus, with a strong emphasis on accuracy and customer service.