Assistant Office Manager - Full-time or Part-time position

Qualified Team Member understands this position is an essential component of the success of the company

• Participates in open communication with all team members
• Collaborates on necessary tasks related to bookkeeping, administration, and marketing
• Engages in all administrative meetings to maintain efficiency and develop growth opportunities

Initial point of contact for all inquiries

• Has clear and concise customer service skills, sales support, directs inquiries and relays messages completely and efficiently to proper staff members
• Responds to all communications timely and in a concise manner, utilizing correct business letter style

Resident expert on Landscape Management Network (LMN) and other Software

• Attends training in LMN systems
• Keeps all client, vendor, employee and materials databases updated and accurate, including LMN and File Maker Pro (FMP)
• Maintains LMN calendar
• Creates and maintains all Jobs in LMN
• Review and cross-check of management prepared Estimates for accuracy and grammar
• Experience using a MAC computer preferred

Production Labor Time Keeping & Reporting

• Collects and reviews all employee forms for payroll
• Generates bi-weekly payroll spreadsheet and collaborates with Bookkeeper to confirm payroll data, then entering and releasing final data in payroll service

Creation and Generation of Client Invoices in LMN Software

• Prepares draft invoices utilizing approved labor hours, materials and plant lists by client name and submits for review to Operations Manager (Maintenance and PHC contracts), PHC Manager (PHC contracts)
• Makes noted corrections
• Prepares final invoices to send to clients, either electronically or US Mail
• Forwards approved invoices to Bookkeeper for QuickBooks importing
• Tracks all payment plans and send out emails when payments are due
• Tracks all prepaid contracts monthly as they are incrementally fulfilled and shares reports with other managers and President.
• Checks mail, processes checks received and prepares deposits

HR Functions

• Participates in preparing staff training materials
• Notes potential opportunities for Employee Handbook revisions, makes additions and updates in collaboration with the President.
• Participates in the onboarding process of all new employees by collecting and maintaining all personnel paper and electronic files.
• Trains all new employees on LMN Client Relations Management and Time software for both desktop and app versions.
• Available to discuss and document staff issues with all employees, especially sensitive issues, while maintaining confidentiality. Consults with President if needed.

Prepares Marketing Communication materials

Streamlines back office systems and keeps them flowing

• Orders office supplies
• Interacts with MAC computer consultant to troubleshoot problems

Employment at Pumpkin Brook Organic Gardening, Inc.

Pumpkin Brook is an established company offering skilled garden maintenance, plant health care, construction and design services offering:

· Competitive hourly rates

· Quality reputation with solid client base

· Educational opportunities in field of organic land care - company reimbursement

· Friendly, committed community of co-workers

· Simple IRA retirement plan participation after one year, if qualified

. Paid time off to eligible team members only

. Paid holiday time off to eligible team members only

Job Types: Full-time, Part-time

Pay: $28.00 - $34.00 per hour

Expected hours: 20 – 40 per week

Benefits:

• Employee discount
• Paid time off
• Professional development assistance
• Referral program
• Retirement plan

Schedule:

• 4 hour shift
• 8 hour shift

Ability to Relocate:

• Ayer, MA 01432: Relocate before starting work (Required)

Work Location: In person