Senior Administrative Associate

Air Comfort, Inc; Menomonee Falls (WI); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

401(k) match

Flexible hours

Health insurance

Dental insurance

Vision insurance

Short term disability insurance

Health Savings Account

PTO

Job summary

American Landscape in Menomonee Falls, WI is seeking a Senior Administrative Assistant to support payroll, billing, data entry, and service partner coordination for the Outer Market Snow & Ice Management Division.

The role emphasizes accuracy, organization, and professional client communication in a seasonal, fast-paced environment. Prior snow or landscaping industry experience is not required, but strong office software skills are essential.

Qualifications

• Strong administrative and coordination experience.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office (Excel, Outlook, Word).
• 4 Year College Degree preferred but not required.

Responsibilities

• Enter and maintain service partner time and records.
• Ensure accurate payroll and billing information.
• Maintain client, job, and service partner records.
• Support scheduling, file organization, and meetings.
• Communicate with service partners and clients professionally.

Skills

Payroll coordination

Data entry

Customer service

Time management

Education

Bachelor's degree preferred

Tools

MS Office

Company software

Job description

About the Company

American Landscape is a family owned and operated Lanscaping and Snow Removal business in Menomonee Falls. Over the last 54 years we have grown to be one of the largest and most trusted companies in the Greater Milwaukee area. While we have grown through the years, we have never abandoned our core values, and making sure our team members feel they are seen, appreciated and treated with a high level of respect. We put pride in being a place where our employees want to spend their entire career.

About the Role

The Senior Administrative Assistant will provide administrative, payroll, billing, customer service, and service partner coordination support for American Landscape’s Outer Market Snow & Ice Management Division. This role does not require prior experience in the Snow or Landscaping industry.

Responsibilities

Payroll, Billing, and Data Entry

• Enter and maintain accurate service partner time, service records, task logs, and supporting documentation.
• Help ensure service partners are paid correctly and on time by accurately posting time worked and services performed.
• Assist with snow billing by organizing, reviewing, formatting, and submitting billing information according to company and division procedures.
• Maintain accurate client, job, service partner, and service records in company software and spreadsheets.
• Track job proposals, job tickets, job packets, purchase orders, and related documentation.
• Maintain spreadsheets and reports related to divisional performance, seasonal metrics, equipment, materials, and service partner activity.
• Review records for accuracy and follow up to correct missing or incomplete information.

Administrative Support

• Provide direct administrative support to the ESBD.
• Organize and maintain electronic and physical files, including contracts, service records, billing documentation, communications, and compliance records.
• Assist with scheduling, calendar coordination, meeting preparation, and follow-up items.
• Attend and communicate information from company meetings as requested.
• Complete additional administrative duties as assigned.

Service Partner Coordination

• Communicate regularly with service partner to collect service information, resolve questions, and support daily operations.
• Assist with service partner proposals, contracts, schedules, timekeeping records, billing documentation, and compliance records.
• Help maintain accurate service partner files, including insurance, agreements, rates, contact information, notes, and service history.
• Provide professional and responsive communication to service partner regarding questions, concerns, documentation, and payment-related items.
• Help identify missing, inaccurate, or incomplete service partner information and follow up as needed.

Client and Customer Service Support

• Provide excellent customer service to commercial clients and service partners.
• Assist with client communication, service documentation, and follow-up as directed.
• Help organize and maintain client records, site information, proposals, service notes, and job documentation.
• Support the division in resolving client concerns by gathering information, documenting issues, and communicating clearly with the appropriate parties.

Snow and Ice Management Support (in office work / not in field)

• Learn the Division’s snow and ice management processes, including seasonal preparation, event tracking, site documentation, service verification, billing, and post-event reconciliation.
• Review weather information and collect relevant weather data on a daily, monthly, and seasonal basis.
• Assist with site inventories using aerial imagery, software tools, photos, measurements, and field information.
• Perform site checks when needed or directed.
• Communicate site conditions, service information, and documentation to support operational decision-making.
• Help ensure job packets, site records, maps, service notes, and related information are complete and accurate.

Seasonal Schedule Expectations

This role has a seasonal workload that follows the snow and ice management calendar. During the winter season, the role will be fast-paced and may require extended hours during and after snow events. During the green season, the schedule is typically lighter, with expected hours generally less than 40 hours a week (this will not affect salary). The ideal candidate understands that snow and ice management can be unpredictable and is comfortable working in a seasonal role where winter requires a higher level of urgency, responsiveness, and availability.

Desired Attributes

The ideal candidate will be:

• Highly accurate and detail-oriented, especially with payroll, billing, and data entry.
• Organized, reliable, and able to follow tasks through to completion.
• Comfortable working in a fast-paced, seasonal environment.
• Able to prioritize multiple responsibilities and shift focus when urgent needs arise.
• Professional and helpful when communicating with clients, service partners, and internal team members.
• Comfortable learning new software, systems, and industry-specific processes.
• Trustworthy with sensitive client, employee, service partners, payroll, and financial information.
• Proactive in identifying missing information, errors, or opportunities to improve processes.
• Willing to take ownership of administrative responsibilities that help the division operate smoothly.

Qualifications

Required:

• Strong administrative, clerical, office support, or coordination experience.
• Excellent verbal and written communication skills.
• Strong data entry, typing, proofreading, and recordkeeping skills.
• Proficiency with Microsoft Office, especially Excel, Outlook, and Word.
• Ability to learn and use company software, spreadsheets, and operational systems.
• 4 Year College Degree preferred but not required.

Benefits

• 401(k) w/ match
• Flexible hours weather permitting
• Health, Dental, Vision, and Short Term Disability Insurance
• Health Savings Account
• PTO