Office Manager

Office Manager \- Heroes Lawn Care Position: Full\-Time Compensation: Commensurate with Experience Job Summary We are seeking an energetic, highly organized, personable, and detail\-oriented Office Manager to oversee and support the daily administrative and office operations of Heroes Lawn Care. This is an important, hands\-on role that will help ensure the business operates efficiently while providing excellent service to our customers, supporting our field and office teams, and assisting ownership and management. The ideal candidate is a quick learner who listens well, takes feedback, pays attention to detail, stays organized, communicates professionally, and takes initiative. This position requires someone who can multitask, work with numbers, manage competing priorities, and remain productive in a fast\-paced environment. The Office Manager will serve as an important connection between customers, employees, management, vendors, and ownership. Responsibilities will include customer service, scheduling, office organization, document management, CRM administration, bookkeeping, financial administration, and general operational support. The successful candidate will also be expected to learn our business, including our pricing, processes, and various service lines such as landscaping, hardscaping, irrigation, lawn fertilization and landscape maintenance. You do not need to know everything when you start, but you must be willing and able to learn. This is a full\-time position with compensation commensurate with experience and qualifications. Responsibilities may include but are not limited to the following: Office Management \& Administration Oversee the day\-to\-day organization and administrative operations of the office. Maintain a professional, organized, and efficient office environment. Manage office supplies, equipment, and administrative needs. Coordinate facility and office maintenance as needed. Maintain organized physical and digital filing systems. Ensure documents, records, and important information are properly organized and accessible. Perform accurate data entry and maintain company records. Prepare, organize, proofread, and distribute documents, reports, correspondence, and other materials. Assist ownership and management with administrative projects and special assignments. Help establish and improve office procedures, systems, and processes. Maintain calendars and assist with scheduling meetings, appointments, events, and other activities. Ensure important deadlines, appointments, follow\-ups, and administrative tasks are not overlooked. Perform general administrative and personal\-assistant\-type duties as needed. Customer Service \& Communication Serve as a primary point of contact for customers and other external contacts. Answer and manage incoming calls using a multi\-line phone system. Respond to emails, messages, and other customer communications promptly and professionally. Provide friendly, professional, and knowledgeable customer service. Assist customers with questions regarding services, scheduling, estimates, invoices, payments, and general inquiries. Coordinate customer communication with field personnel and management. Follow up with customers regarding estimates, scheduling, projects, payments, and outstanding issues. Handle customer concerns professionally and help coordinate appropriate resolutions. Maintain exceptional phone etiquette and professional written communication. Scheduling \& Calendar Management Coordinate customer appointments and internal schedules. Assist with scheduling estimates, service appointments, projects, meetings, and other activities. Maintain accurate calendars and scheduling information. Communicate schedule changes to customers, employees, and management. Help coordinate field team schedules and ensure necessary information is available before jobs are performed. Monitor upcoming appointments and identify scheduling conflicts or potential issues. CRM \& Technology Maintain accurate customer and job information in the company's CRM. Become proficient in Jobber and use it effectively for customer management, scheduling, estimates, job tracking, invoicing, and related administrative functions. Maintain accurate customer records, job notes, contact information, pricing information, and other relevant data. Use Microsoft 365, including Word, Excel, Outlook, and other applicable applications. Use Excel and spreadsheets for data entry, calculations, tracking, reporting, and basic financial analysis. Learn and utilize additional software, technology, and systems as required. Be proactive about learning new technology and finding ways to improve administrative efficiency. Bookkeeping \& Financial Administration Assist with day\-to\-day bookkeeping using QuickBooks Online. Assist with invoicing, expense tracking, accounts receivable, and accounts payable. Enter and organize financial transactions accurately. Assist with account reconciliations and reviewing transactions for accuracy. Maintain organized financial records and supporting documentation. Assist with tracking customer payments and outstanding balances. Potentially assist with payroll processing and related administrative responsibilities. Calculate and track employee commissions accurately. Assist with sales tax calculations and filing. Assist with preparing financial reports and basic financial analysis. Review financial information for discrepancies, unusual transactions, or items requiring attention. Work with ownership and outside accounting professionals as needed. Maintain confidentiality and discretion when handling financial, employee, and customer information. Basic financial and accounting knowledge is a plus. Business Operations \& Service Knowledge Learn and develop a working knowledge of Heroes Lawn Care's services, processes, and pricing. Learn about landscaping, hardscaping, irrigation, lawn care, landscape maintenance, and other services offered by the company. Learn our pricing and estimating processes. Develop an understanding of job scheduling and production processes. Learn how materials, labor, and other costs affect our services and business. Develop an understanding of the process from the initial customer inquiry through estimating, scheduling, production, invoicing, and payment. Support management with basic financial and operational analysis. Identify opportunities to improve organization, efficiency, and administrative processes. Take initiative to identify problems and help find solutions. Support ownership and management with additional responsibilities as the company grows. QualificationsRequired Qualifications Previous experience in office management, office administration, administrative support, customer service, or a related role. Strong organizational and clerical skills. Exceptional attention to detail. Ability to manage multiple tasks and priorities efficiently. Strong computer literacy and technical proficiency. Proficiency with Microsoft Office / Microsoft 365, particularly Word, Excel, and Outlook. Comfortable working with spreadsheets and performing basic mathematical calculations. Strong data entry and file management skills. Excellent verbal and written communication skills. Exceptional phone etiquette and customer service skills. Professional, friendly, and personable demeanor. Strong follow\-through and accountability. Ability to work independently while also being an effective team member. Ability to work effectively in a fast\-paced environment where priorities may change throughout the day. Willingness and ability to learn new software, processes, services, and systems. Preferred Qualifications Experience using Jobber or another CRM/job management platform. Experience with QuickBooks Online or comparable accounting software. Basic bookkeeping or accounting experience. Experience with payroll processing. Experience with sales tax reporting or filing. Experience calculating employee commissions. Experience with financial reporting or basic financial analysis. Previous experience with calendar management and scheduling. Experience working with multi\-line phone systems. Previous filing and document\-management experience. Previous personal assistant or executive administrative experience. Experience in landscaping, construction, irrigation, home services, or another field\-service industry. Bilingual abilities are a plus, particularly for customer and team communication. What We Are Looking For The most important qualification for this position is the right mindset and work ethic. We are looking for someone who: Learns quickly and is able to retain and apply new information. Listens well and pays attention when being trained or given instructions. Accepts feedback and uses it to improve. Is highly detail\-oriented and takes pride in accuracy. Is organized and has strong systems for keeping track of tasks and information. Is personable and enjoys interacting with customers and team members. Is comfortable with basic math and numbers. Can multitask without becoming overwhelmed or losing track of details. Is motivated and takes initiative. Is dependable and follows through on commitments. Is comfortable asking questions when something is unclear. Is willing to learn things outside of their initial area of expertise. Can adapt as the company, systems, and responsibilities evolve. Looks for solutions rather than simply identifying problems. * Takes ownership of their responsibilities and understands that accuracy matters. We would rather hire someone with the right attitude, intelligence, work ethic, and willingness to learn than someone who has extensive experience but is unwilling to adapt or accept feedback. What Success Looks Like A successful Office Manager at Heroes Lawn Care will become a trusted and dependable part of the company. Success in this role means progressively taking ownership of the administrative and organizational functions of the office, maintaining accurate customer and financial information, communicating effectively with customers and employees, and helping management keep the business running smoothly. Over time, the successful candidate should become proficient in Jobber, QuickBooks Online, Microsoft 365, our pricing structure, and our various service lines and processes. Ultimately, success means being someone that management can trust to keep things organized, notice the details, follow through on important tasks, communicate professionally, and proactively help solve problems. Compensation \& Employment Employment Type: Full\-Time Compensation: Pay will be commensurate with experience and qualifications. Compensation will take into consideration the candidate's relevant office\-management experience, bookkeeping/accounting knowledge, software proficiency, customer\-service experience, and ability to take ownership of the responsibilities outlined in this position. Why Join Heroes Lawn Care? This is an opportunity to become an important part of a growing company where your work will have a direct impact on our customers, employees, and overall success. The Office Manager will have the opportunity to learn multiple aspects of the business, develop valuable administrative and financial skills, take on increasing responsibility, and grow alongside the company. If you are organized, motivated, detail\-oriented, personable, good with people and numbers, and excited to learn, we would love to hear from you. Join Heroes Lawn Care and help us build an organized, efficient, professional, and customer\-focused business. Pay: $18\.00 \- $25\.00 per hour Work Location: In person