Construction and Snow Contract Administrator

Jaxtimer Landscaping, LLC, a premier property management firm specializing in luxury estates on Cape Cod, is seeking a highly skilled Construction & Snow Administrator. In this critical role, you will bridge the gap between field operations and financial management, ensuring every project—from high-end landscape construction to seasonal snow removal—is accurately contracted, budgeted, and billed. The ideal candidate is a detail-oriented professional who thrives in a fast-paced environment and is committed to maintaining the "lifelong client relationships" that define our brand.

Key Responsibilities

• Contract & Job Management: Process all incoming contracts, change orders, and credits within 24 hours. Maintain project boards and magnets, and ensure all digital records in BOSS (operating software) are accurate and attached to client accounts.
• Cash Flow & Billing: Manage diverse billing structures (Scheduled, Per Occurrence, T&M). Run weekly cross-check reports (Budget vs. Actual) to ensure all labor and materials are captured before invoicing. Manage AR by sending monthly statements and minimizing overdue balances.
• Job Costing & Payroll Support: Audit daily time entries and material allocations in BOSS against physical timesheets. Collaborate weekly with Foremen and Production Managers to monitor real-time job performance and protect gross margins.
• Accounts Payable: Take full ownership of the Construction PO system. Answer the PO line promptly, issue purchase orders for all outside services, and process vendor invoices daily with accurate GL coding.
• Snow Season Administration: Partner with the Snow Project Manager to track renewals, process seasonal contracts, and evaluate execution challenges to improve year-over-year efficiency.
• Administrative Support: Maintain a seamless handoff of completed construction projects to the Maintenance team. Provide general administrative assistance to executive leadership (CEO, Controller, Division Managers) including reporting, filing, and meeting preparation.

Requirements & Skills

• Experience: Proven background in construction administration, job costing, or high-volume bookkeeping.
• Technical Proficiency: Strong command of industry software (BOSS or similar ERP/Project Management tools) and Microsoft Office Suite.
• Detail Orientation: Ability to process complex financial data with a "zero-error" mindset and a 24-hour turnaround goal.
• Communication: Exceptional professional tone for interacting with high-net-worth clients and field crews alike.
• Adaptability: Comfortable transitioning between the high-pressure construction season and the unpredictable demands of snow management.

Pay: $27.00 - $33.00 per hour

Benefits:

• 401(k) matching
• Health insurance
• Paid time off

Work Location: In person

Salary : $27 - $33