Job Description: Administrative Assistant

Purpose: 

The Administrative Assistant is a vital role within the Administration Department and performs a wide verity of supporting functions. The Administrative Assistant supports the Director of Administration and the Controller through accurate and timely administrative tasks and functions.

Metrics to Measure Results:

Success in this position will be measured by:

• The office operates efficiently while promoting a positive culture
• Calls and leads are handled professionally with accuracy to ensure the best experience for the caller or protentional customer
• Data is entered with accuracy and there is an attention to details

• Aging Summary that will not surpass 30 days

Detailed Overview of Responsibilities:

Office Duties:

• Open & close office 8 am - 5 pm Monday through Friday
• Prep office and greet all visitor when entering Walnut Hill Landscape Co. 
• Maintain office, kitchen, bathroom, health and safety supplies for office and shop
• Keep supply cabinets/closet organized and orderly
• Maintain office cleanliness and organization, eliminating clutter when possible
• Collect and sort the mail daily

Office Organization and Administration:

• Answer phones in a professional and courteous manner, entering leads, sending messages and adding missed calls into the correct platform 
• Qualify incoming leads and entering all relevant information into the CRM platform
• Update contact information when changes are necessary
• Ensure the Forms book is updated with copies for production

Uniform Inventory:

• Receive, tracking and distribute employee clothing orders
• Track employee clothing allowance balance and CINTAS orders weekly
• Maintain proper storage and organization for all employee clothing and documentation

AP Duties:

• Assist Controller with other related accounting functions
• Reconcile purchase orders with vendor invoices and resolve any discrepancies by contacting vendors directly or referring to the purchaser 
• Reconcile monthly vendor statements and ensure that vendor files are maintained in good order

AR Duties:

• Assist Controller with other related accounting functions
• Invoice all Landscape clients weekly and apply deposits correctly for the Controller to approve 
• Preparing billing for our Management clients monthly 
• Prepare snow invoice snow as soon as event is over
• Maintain weekly Work Completed spreadsheets and ensure that all jobs are billed
• Process payments received and prepare weekly receivables statement for Controller
• Maintain current A/R accounts and send reminders with statements on past due accounts 

Key Success Behaviors and Skills:

• Aligned with Walnut Hill’s Values of Teamwork & Relationships; Professionalism & Integrity; Image; Attention to Quality & Detail.

• Strict attention to detail in technical specifications and written communication 
• Strong in Math and Accounting

• Superior communication and interpersonal skills with staff and customers
• Exceptional organizational skills, time management and analytical skills 
• Competent with QuickBooks Accounting and Microsoft Suite
• Performs and demands excellence in quality of work
• Service and teamwork focused, driven to improve efficiencies
• Innovative and focused on learning and self-improvement
• Flexible and able to multitask and complete tasks with minimal or no supervision

Minimum Qualifications and Educational Requirements:

1. Associates Degree in a Business or Accounting
2. Minimum of four years experience in an administrative position 
3. Proficiency in the following Software/Technology:

• QuickBooks
• Microsoft Suite