Landscape Construction Office Manager/HR

Job Overview
We are seeking a detail-oriented AR & Payroll Specialist with a background in the construction or landscaping industry to oversee daily office operations, manage human resources functions, and support the administrative needs of our vibrant landscape construction team.

This role is responsible for the full cycle of project billing and labor cost management. You will ensure our crews are paid accurately and that our projects maintain healthy cash flow through precise progress billing and collections.

Ensuring smooth office workflows, fostering a positive work environment, and coordinating essential business functions. The ideal candidate will bring energy, excellent communication skills, and a proactive approach to the backbone of the business. This paid position offers an exciting opportunity to contribute to a growing company dedicated to quality landscape projects and exceptional client service.

Duties and Key Responsibilities

Accounts Receivable & Project Billing

• Progress Billings: Prepare and submit bi-monthly invoices and custom progress invoices based on percentage-of-completion or Time and Material.
• Lien Management: Generate and track conditional and unconditional lien waivers for subcontractors and general contractors.
• Collections: Monitor AR aging reports and maintain professional communication with Clients, GCs and property managers to resolve payment discrepancies. Payroll & Labor Compliance
• Job Costing: Audit field crew timesheets to ensure labor hours are accurately coded to the correct project and phase (e.g., Hardscape, Irrigation, Planting).

Accounts Payable and Office Management

• Support bookkeeping tasks including invoicing, expense tracking, and budget monitoring to keep financial records accurate.
• Manage all office operations including filing, record keeping, and administrative support to ensure efficiency and organization.

Human Resources

• Oversee human resources functions such as recruitment, onboarding, employee relations, training & development, and compliance with employment laws.
• Certified Payroll: Prepare and submit payroll weekly.

Requirements

• Proven experience in office management or administrative roles within a construction or landscaping environment preferred.
• Strong human resources background with knowledge of employment practices and payroll processing.
• Proficiency in QuickBooks for bookkeeping and financial management tasks.
• Excellent organizational skills with the ability to manage multiple schedules efficiently.
• Demonstrated experience supervising staff and managing vendor relationships effectively.
• Knowledge of event planning, calendar management, filing systems, and clerical procedures.
• Exceptional communication skills paired with professional phone etiquette and customer service orientation.
• Ability to adapt quickly in a fast-paced environment while maintaining attention to detail.
• Ability to learn new software and apps that support time keeping and jobcosting
• Bilingual

Pay: $28.00 - $35.00 per hour

Benefits:

• Paid time off

Experience:

• Office management: 3 years (Required)

Work Location: In person