Senior Administrative Assistant

American Landscape; Milwaukee (WI); On-site; USD 50,000 - 70,000; Full time

Job summary

A leading company in landscaping seeks a detail-oriented Senior Administrative Assistant to support executive operations. Candidates should have excellent multitasking, communication skills, and experience in administrative functions. This role involves preparing proposals, coordinating workflows, and ensuring excellent client support while keeping organized records. Join a family-owned business that values growth and employee respect.

Benefits

Competitive pay and growth opportunities

401k w/ Match

Health and Dental Insurance

HSA

Family-owned business culture

Qualifications

• 5+ years of relevant professional experience required.
• Excellent typing speed, ideally 80 words+ per minute.
• Familiarity with construction or landscape industry is a plus.

Responsibilities

• Prepare job proposals, cost estimates, and ensure documentation is accurate.
• Serve as a central communication point across departments.
• Maintain databases and assist in billing submissions.

Skills

Multitasking

Communication

Attention to Detail

Organizational Skills

Time Management

Education

College degree preferred

Tools

Microsoft Excel

Microsoft Word

Google Workspace

Job description

About the Role:

We are seeking a highly organized and detail-oriented Senior Administrative Assistant to support one of our company executives. This person will be instrumental in managing administrative operations, coordinating between departments and service partners, and ensuring smooth execution of proposals, job documentation, and client service activities.

This position is ideal for someone with exceptional multitasking skills, strong communication abilities, is fast learner and a knack for bringing order to complexity.

Key Responsibilities:

️ Administrative and Document Preparation

• Prepare site inventories using aerial imagery and in-person site visits
• Generate job proposals, cost estimates, and job tickets with relevant contractual information
• Ensure all job packets are complete and accurate according to company routing procedures

Project & Workflow Coordination

• Serve as a central point of communication across internal departments
• Manage and organize snow billing paperwork submitted by service partners
• Track and maintain performance records and compliance from subcontractors/service partners
• Aid in accurate and timely billing submissions for snow and ice management services

Data Management & Reporting

• Maintain and update internal databases, proposals, job tickets, and performance records
• Enter subcontractor service records, billing data, and job-related information into spreadsheets and financial tools
• Assist with entering data into profit & loss reports and time tracking logs (categorized by service type)

Customer & Partner Support

• Deliver excellent communication and service to clients and external service partners
• Support client retention efforts through follow-up, problem solving, and regular outreach
• Help identify and close on prospective clients that match our ideal profile

Other Responsibilities

• Additional tasks and projects as assigned by the executive or management

Required Skills:

• 5+ years of relevant professional experience required
• College degree preferred
• Excellent typing speed, ideally 80 words+ per minute
• High attention to detail with the ability to manage complex information
• Proficient in Microsoft Excel, Word, and Google Workspace
• Ability to learn and master internal job routing and proposal software
• Experience coordinating with multiple stakeholders (vendors, subcontractors, clients, internal staff)
• Familiarity with construction, landscape, or snow services industry is a plus
• Comfortable working independently and prioritizing tasks in a fast-paced environment
• Excellent organizational and time management skills
• Strong written and verbal communication skills
• Professional, confident, and dependable

Benefits:

• Competitive pay and opportunity to grow in an emerging market
• 401k w/ Match
• Health and Dental Insurance
• HSA
• Opportunity to work for a family owned and operated business that truly appreciates and respects its employees.
• Room to grow professionally in an emerging market.