Landscape Contract Administrator

The Bruce Company is proud to be a local, family-run landscaping company that’s been in business for 70 years. We are passionate about achieving incredible results for our customers and offer an exciting and collaborative company culture where our employees grow along with our company. 

Why Choose The Bruce Company?

• Weekly Pay: Consistent, year-round work and benefits.
• Impact: Beautify the outdoor environment and make a tangible difference in your community.
• Prestige: Work on some of the largest and most prestigious projects in Dane County.
• Career Growth: Establish your career with Southern Wisconsin’s landscaping leader.

Responsibilities/Duties

The Landscape Contract Administrator provides administrative and contract support to the Landscape Sales and Production teams, acting as the primary liaison with the Billing Specialist for all job booking, billing, and change order inquiries. Facilitates communication between Sales, Production, and Finance to ensure efficient workflow, accurate documentation, and timely processing of contract-related tasks. This position assists with process documentation, supports the implementation of standard operating procedures, and provides administrative relief to team members by handling a variety of data-driven, scheduling, and compliance tasks.

Essential Duties and Responsibilities

• Review and prepare contracts for accuracy, clarity, and compliance with company standards.
• Create proposal documents based on sales/design correspondence and internal system information.
• Assist with prequalification documentation for contractors and gather required insurance certificates.
• Maintain organized records of contracts, proposals, and related documentation.
• Serve as the primary contact between Sales, Production, and Finance for job booking, billing, and change order inquiries.
• Facilitate clear communication between Sales/Production and Finance to align on standardized billing practices, ensuring processes are scalable, efficient, and structured. 
• Provide administrative support to Sales, Production, and Finance.
• Assist in developing, implementing, and maintaining process standards for contract and billing workflows.
• Assist with data entry into contractor billing systems and creation of job packets for commercial homebuilder projects.
• Coordinate and schedule project-related appointments, including Diggers Hotline requests.
• Maintain professional communication to foster positive working relationships internally and externally.
• Perform other duties as assigned by the Operations Support Supervisor or management.
• Follows company safety policies and procedures at all times.

Working Conditions

• Indoor and Outdoor Work: Duties are performed in both indoor and outdoor environments.
• Standard Office Conditions: Involves exposure to office environments with heating, air conditioning, and computer operation.

Education, Certification, and License

• Education: Associate’s or Bachelor’s degree in Business Administration or Accounting preferred. 
• Skills: Equivalent combination of education and relevant administrative experience may be considered

Specific Requirements

• Notary Public commission (or ability to obtain within 60 days of hire) preferred.
• Familiarity with AIA contract formats and construction billing documentation a plus.   
• Proficiency with Microsoft Office Suite is required. 
• Knowledge and experience working with contractor billing systems is preferred 
• Knowledge of landscaping construction is helpful.
• Exceptional attention to detail and proofreading skills are required. 
• Clear, professional communication skills to coordinate information between departments. 
• Ability to learn and apply company standards for contracts, proposals, and billing documentation. 
• Aptitude for process improvement, with the ability to identify opportunities to streamline and standardize administrative workflows.
• Ability to manage multiple priorities while meeting deadlines.
• Commitment to maintaining confidentiality of sensitive information.
• Excellent interpersonal and communication skills both written and verbal.

Physical Requirements

• Mobility: Frequently stands, walks, sits, talks, and listens for extended periods.
• Physical Activity: Squats, stoops, or kneels; occasionally lifts objects up to 25 pounds.
• Reaching: Occasionally required to reach above shoulder level.
• Vision and Motor Skills: Requires vision and fine motor skills for computer use.

Job Specifications

• Position Type: This is a full-time, year-round position.
• Work Schedule: Typical hours are Monday through Friday, 8:00 AM to 5:00 PM, approximately 40 hours per week.
• Seasonal Adjustments: Saturday and occasional evening work may be required during peak seasons or as needed.

Benefits

The Bruce Company offers a competitive hourly wage, including medical, dental, vision, life, disability, and retirement benefits, paid vacation, holidays, and more coupled with a challenging and team-oriented work environment to help you succeed in your career.

Join our team of outdoor living experts and experience for yourself why many of our employees have chosen to make their life-long careers at The Bruce Company. Visit us at www.brucecompany.com to learn more.

The Bruce Company is proud to be an Affirmative-Action Equal Opportunity Employer.