Office Assistant – Distinctive Landscaping

Reports To: Design Team and Owner
Wage Range: $17-$19/hour, depending on experience
Schedule: Full-time, year-round, Monday-Friday

Distinctive Landscaping takes pride in installing award-winning, functional landscape designs of all sizes.

The Office Assistant will assist the design team and owner with customer correspondence, billing, office organization, plow season coordination, and some marketing tasks. This position reports in-person to our offices based out of Horsford Gardens and Nursery in Charlotte, Vermont.

FINANCIAL/BILLING
-Organize and receive vendor invoices for landscaping jobs
-Compare vendor invoices to landscaping client contracts and final bills
-Input customer payments and deposits received by bookkeeper toward open invoices in landscaping management software
-Reconcile payments received and invoices sent monthly with bookkeeper
-Send invoices to customers
-Assist with estimate and final billing creation and sending

CUSTOMER COMMUNICATION
-Answer phone and email inquiries
-Email schedule letters weekly
-Organize customer databases
-Format email templates

PLOW SEASON COORDINATION
-Assist with reviewing current rates and adjust for changes in systems
-Send rate and service information to customers seasonally
-Adjust customer records depending on changes throughout season
-Format and organize plow sheets for bookkeeper and plowing team
-Communicate customer requests to plowing team

OFFICE
-Order office supplies
-Call in DigSafe tickets for all jobs
-Organize vendor orders and packages received
-Oversee crew timecard entry
-Organize photos from consultations and job sites

MARKETING
-Design digital ads (Adobe Illustrator)
-Assist with website maintenance (WordPress)
-Prepare award application packets
-Assist with other marketing efforts

SKILLS AND WORK CONDITIONS
-Excellent organizational skills
-Experience with computers, Microsoft Office, and customer relationship management (CRM) systems a must
-Experience with Adobe Creative Suite and WordPress a plus
-Ability to work with a team and independently
-Willingness to give and take instructions and eagerness to learn new skills
-Work in-person, at an office, on a computer, eight hours a day, as part of a team

BENEFITS
-Immediate Retirement Plan – SIMPLE IRA with 3% match
-Paid holidays during active employment
-Generous employee discount
-Paid vacation