Position Overview:
The Office Manager combines branch-level administrative leadership with hands-on accounting, HR, and payroll responsibilities. This role requires strong organizational skills, attention to detail, and the ability to manage competing priorities while ensuring the smooth day-to-day operation of the branch. May oversee administrative assistants where applicable.
Responsibilities:
Accounting / Accounts Receivable
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Generate and send invoices through Aspire, ensuring accuracy and alignment with operations
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Oversee the collections process, following up on past-due invoices per company standards and keeping the operations team informed and engaged
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Manage branch month-end close, and the Aspire close checklist
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Monitor and resolve unapplied cash aging, maintaining balances under 30 days
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Process invoice write-offs and customer refunds per company procedures
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Collaborate with Shared Services team to resolve cash application issues
Purchasing / Accounts Payable
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Set up new vendors as needed
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Create Purchase Orders as directed
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Match vendor invoices to POs, receive POs, and resolve discrepancies with operations
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Resolve flagged PO corrections weekly
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Review vendor statements for missing invoices monthly
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Monitor vendor credits and outstanding checks
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Collaborate with corporate shared services to resolve vendor payment issues
Human Resources
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Manage application processing, new hire onboarding, and verification of hiring documents
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Ensure I-9s and required paperwork are processed and stored correctly
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Track and document completion of required HR trainings
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Support additional local HR needs as requested by the HR department
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Oversee coordination of onboarding new employees, report to location, uniforms, training, PPE, etc
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Oversee coordination of weekly transportation planning for commuting employees, PTO logistics, etc
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Maintain MVR Software/database and approved driver records
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Provide Osha 300 Log information as needed
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Assist with coordination, reporting, and LOA administration in the event of an employee injury
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Support Operations Team with employee relations, annual reviews and employee coaching
Payroll
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Ensure all hourly time is accounted for daily; notify managers of clock-in/out and time-saving issues
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Confirm weekly time is accurate and submitted to payroll on time
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Collaborate with payroll and HR to resolve any payroll discrepancies
Systems
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Support operations in maintaining Aspire processes per company standards
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Continuously audit and update system Aspire data (customers, properties, etc) to ensure accuracy
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Local Subject Matter Expert - provide basic Aspire, NetSuite and Innova support and training to operations team
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Assist with basic IT support, including submitting helpdesk tickets, and basic hardware/software troubleshooting
Administration
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Sort and distribute branch mail and parcels as needed
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Manage Certificates of Insurance requests and issuance
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Answer phones and assist customers and employees as needed
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Coordinate branch facility maintenance services
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Manage business licenses, office and uniform supply ordering, and branch meetings and events
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Inventory and manage PPE and uniform supply
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Maintain and coordinate renewal of vehicle registration
Qualifications
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Experience in office administration in the landscaping industry or related field
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English/Spanish bilingual strongly preferred
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Strong organizational and multitasking skills
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Clear, professional communication and interpersonal skills
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Proficiency in Microsoft Office Suite
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Detail-oriented with a high standard for accuracy
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Ability to lead and support a team effectively
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Working knowledge of basic accounting principles, HR/employee relations, and compliance requirements
