Pioneer Landscapes has been a leading provider of exceptional landscaping and lawn care services across Western Massachusetts, The Berkshires, the Pioneer Valley, and extending into areas of Connecticut since 1989. We are recognized for our commitment to quality and our deep understanding of the local landscape. As we continue to grow, Pioneer Landscapes is seeking a highly organized and proactive Office Manager to join our team and play a crucial role in our daily operations.
Are you a detail-oriented professional with a passion for keeping things running smoothly? Do you thrive in a fast-paced environment where your contributions directly impact the success of a thriving business? If so, Pioneer Landscapes offers an exciting opportunity to utilize your skills and grow your career.
The ideal candidate will be adept at multitasking, possess strong decision-making capabilities even with minimal supervision, and maintain meticulous attention to detail. Excellent interpersonal skills are essential, as you will be interacting with all levels of management and staff. We are looking for a self-starter with a strong sense of initiative, someone who can anticipate needs and effectively organize teams.
Key Responsibilities for the Office Manager Role at Pioneer Landscapes
This multifaceted role encompasses several key areas critical to the smooth operation of Pioneer Landscapes:
Accounting Management
- Manage Accounts Receivables, including diligent collection calls to ensure timely payments.
- Oversee Accounts Payables, maintaining accurate records and processing invoices efficiently.
- Handle client Billing processes, ensuring accuracy and timeliness.
- Process Snow removal worksheets and billing during winter months.
Human Resources Support
- Manage Payroll processing and New Hire onboarding procedures.
- Administer Unemployment cases, ensuring compliance and proper documentation.
- Create and manage hiring advertisements to attract qualified candidates.
- Assist in organizing employee meetings, training sessions, and company events to foster a positive work environment and employee development.
- Contribute to maintaining positive employee morale, and support training, development, and accountability initiatives.
Sales & Marketing Coordination
- Manage Web inquiries, responding promptly and professionally to potential clients interested in Pioneer Landscaping services.
- Schedule appointments and manage calendars for Salesperson teams.
- Support Inside Sales efforts by creating renewal estimates and engaging in strategic cold calling to expand our client base.
- Develop and distribute news blasts, promotional materials, and manage mailing lists for marketing campaigns.
- Oversee uniform inventory and ordering for field staff, ensuring professional presentation.
General Office Administration
- Maintain excellent customer relations, serving as a key point of contact and ensuring client satisfaction.
- Professionally answer phones and manage emails, addressing inquiries courteously and efficiently.
- Handle Scheduling tasks, coordinating appointments and meetings as needed.
- Maintain organized Filing and Scanning systems for efficient record-keeping.
- Perform Data Entry and system upkeep to ensure data accuracy and accessibility.
- Process Insurance Claims and Renewals, managing documentation and communication effectively.
- Handle processing of credit applications for clients.
- Maintain gas usage records and logs for company vehicles and equipment.
- Prepare and submit State Reporting documents as required.
- Assist in the preparation of Annual Reports, including OSHA, DOT, and pesticide license renewals.
Experience and Skills to Thrive at Pioneer Landscaping
- Minimum of 3 years of proven Office Management Experience is essential.
- Demonstrated ability to create, implement, and adhere to established policies and procedures to ensure accuracy and consistency.
- Exceptional organizational skills and the ability to effectively multi-task and prioritize in a dynamic environment.
- Strong verbal and written communication skills to interact professionally with clients, vendors, and team members.
- Proficiency in computer skills, including Payroll software, Google Suite, and Microsoft 365 applications is mandatory.
- Ability to quickly learn and master new systems software and adapt to technological advancements.
Benefits of Joining Pioneer Landscapes
Pioneer Landscapes values its employees and offers a comprehensive benefits package, including:
- 401(k) plan with company matching contributions
- Employee discount on Pioneer Landscaping services
- Flexible schedule options
- Health insurance coverage
- Paid time off for vacation and sick leave
- Professional development assistance to support career growth
- Retirement plan options
Job Type: Full-time
Pay: $20.00 – $25.00 per hour
Expected hours: No less than 40 per week
Schedule: Monday to Friday, 8-hour shifts
Education: Associate’s Degree Preferred
Experience:
- Microsoft Office: 3 years (Preferred)
- Administrative: 3 years (Preferred)
Ability to Relocate:
- Easthampton, MA 01027: Relocate before starting work (Required)
Work Location: In person, Easthampton, MA
If you are a motivated and experienced office professional looking to join a reputable and growing company in the Pioneer Valley, we encourage you to apply for the Office Manager position at Pioneer Landscapes today! We look forward to hearing from you.
