Office Manager

MOSS LANDSCAPING, INC.NOW HIRING: OFFICE MANAGERAdministrative & Operations LeadershipMoss Landscaping is a growing landscape construction, excavation, and property maintenance company serving commercial and high-end residential clients throughout New Jersey. We are seeking a highly organized, detail-oriented, and self-motivated Office Manager to help keep our operations running efficiently.This role serves as the administrative backbone of our organization, supporting client communications, financial management, scheduling, proposal coordination, and day-to-day office operations. The ideal candidate thrives in a fast-paced environment, enjoys problem-solving, and takes pride in delivering exceptional customer service while maintaining accuracy and organization.Position OverviewAs Office Manager, you will be responsible for managing office operations, supporting project administration, maintaining financial records, coordinating communications, and ensuring smooth interaction between clients, vendors, subcontractors, and field personnel.Key ResponsibilitiesQuickBooks Management• Enter and manage financial transactions with accuracy and efficiency• Reconcile bank and credit card accounts• Generate financial reports and maintain organized records• Monitor job costing and project-related expenses• Assist ownership with budgeting and financial trackingAccounts Receivable & Accounts Payable• Process customer invoices and vendor bills• Track incoming payments and outstanding balances• Manage payment schedules and vendor relationships• Maintain accurate accounts receivable and payable records• Follow up on overdue invoices professionally and promptlyClient Communication & Estimate Coordination• Answer incoming calls, emails, and inquiries• Coordinate and schedule estimate appointments• Follow up with prospective clients regarding proposals and project opportunities• Maintain a professional and positive client experience throughout the sales process• Support project managers with client communications as neededProposal & Document Management• Prepare professional proposals, contracts, correspondence, and reports• Maintain digital and physical filing systems• Organize permits, project documentation, certificates of insurance, and vendor paperwork• Ensure documents are accurate, complete, and properly maintainedSpreadsheet & Data Management• Create and maintain Excel spreadsheets for:Project trackingSchedulingBudgetsEquipment trackingOperational reporting• Compile data and generate reports for management reviewOffice Operations & Team Support• Coordinate schedules for field crews, subcontractors, and project managers• Maintain office supplies and administrative systems• Assist with onboarding paperwork and employee records• Support company leadership with special projects and administrative needs• Help improve workflows and operational efficiencyQualificationsRequired Skills & Experience• Minimum 3 years of office management, administrative, bookkeeping, or related experience• Strong proficiency with QuickBooks• Advanced Microsoft Excel skills• Proficiency in Microsoft Word and Outlook• Experience managing Accounts Receivable and Accounts Payable• Excellent verbal and written communication skills• Strong organizational and time-management abilities• Ability to prioritize multiple tasks and meet deadlines• Professional demeanor and customer-service mindset• Reliable, trustworthy, and detail-orientedPreferred Qualifications• Experience in landscaping, excavation, construction, property maintenance, or related industries• Experience with CRM systems and project management software• Familiarity with estimating and proposal processes• Understanding of construction-related documentation and job costingCompensation & ScheduleHours Per Week:25–35 Hours Per WeekSchedule:Flexible scheduling availableCompensation:Competitive compensation based on experience, qualifications, and demonstrated skills.Why Join Moss Landscaping?• Growing and respected company• Positive team-oriented culture• Flexible work environment• Opportunity for long-term growth• Diverse responsibilities with meaningful impact• Work directly with ownership and leadershipHow to ApplyPlease submit your resume along with a brief introduction outlining your experience in office management, bookkeeping, client communications, and administrative operations.Moss Landscaping is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other protected classification