Purchasing & Administrative Specialist

Introduction: We work hard and have fun together building our landscape and lawn maintenance company, Ground & Garden, where team members are appreciated and valued. 

We are seeking a Purchasing & Administrative Specialist to support our daily operations. This role is primarily responsible for purchasing materials and coordinating with vendors and internal teams to ensure projects run smoothly. The position also provides administrative support to help maintain efficient office operations. 

The ideal candidate is organized, detail-oriented, and able to manage multiple priorities in a fast-paced environment. 

Key Responsibilities: 

Purchasing (Primary Focus) 

• Source materials, request bids, and compare pricing. 
• Create and submit Purchase Orders  
• Coordinate deliveries, pickups, and logistics with vendors and crews. 
• Track and resolve missing, delayed, or incorrect materials. 
• Maintain vendor lists, pricing, and relationships. 
• Identify cost-saving opportunities and support profitability through purchasing decisions 
• Support job cost tracking and reporting. 
• Assist with vendor invoice processing. 
• Partner with department managers to align purchasing with schedules and project needs 

Administrative & Office Support 

• Maintain organized records, files, and systems 
• Perform data entry within company systems (Aspire or similar) 
• Monitor shared inboxes and assist with communication (phones, email, customer support) 
• Provide general administrative support to operations, sales, maintenance, construction and leadership teams 
• Support process improvements, system use, and efficiency initiatives 
• Assist with special projects and evolving business needs 

Desired Skills, Experience, and Qualifications: 

• 5 years of purchasing, procurement, or operations coordination experience in a fast-pace, dynamic environment 
• Strong organization and attention to detail 
• Proven ability to manage the full purchasing lifecycle independently, from bid solicitation through delivery coordination and issue resolution 
• Demonstrated ownership of high-volume, fast-paced workflow while manage multiple priorities and meet deadlines 
• Strong vendor management skills, including negotiating pricing, tracking performance, and maintaining reliable supplier relationships 
• Clear and professional communication skills 
• Proactive and dependable with strong follow-through 
• Experience in purchasing, operations, or administrative support preferred 
• Experience in landscaping, construction, or related industry is a plus 
• Experience using Aspire is a plus 
• Bilingual, Spanish a plus 

Compensation & Benefits 

• Salary: $65,000 – $70,000 annually 
• Health- (partial reimbursement) 
• 401(k) with company match 
• PTO and paid holidays 
• Opportunities for career growth and advancement 

Work schedule 

• In-Person (Austin TX) 
• M-F 7:30 AM-5:00 PM CT 

You will be an integral part of the Office Administrative Team, with a primary focus on purchasing and material coordination, followed by supporting office administration and operations. You will help ensure materials are sourced, ordered, and delivered accurately and on time for Landscape Maintenance, Enhancement, and Construction teams. 

You will work closely with Administrative, Maintenance, and Construction Managers, as well as the Design and Sales teams, to align purchasing with project schedules and budgets. You will report directly to the Office Operations Manager. 

In this role, you are expected to drive efficiency, cost savings, and accuracy through strong vendor coordination, organized systems, and proactive communication—directly supporting project execution and profitability. 

Training will be provided through collaboration with the Office Operations Manager, Maintenance Operations Manager, and Construction Manager/Landscape Division Manager, with the goal of building strong ownership of purchasing processes and supporting the broader administrative function.