Summerhill Landscapes is seeking a Mid-Level Administrative Assistant to join our growing team. Built on a philosophy of applying the lessons of high-level horticultural education to the execution of work in the field, the Summerhill team is a true collective, with over 350 years of field experience and 100 years of college level education directly related to the study of horticulture. The firm's passion is to build and maintain extraordinary gardens, and it does so with an ardent sensibility, deep experience, and a love of the land. Job Description:
- Provide administrative support for the day-to-day operations of the Estate Care team efficiently and organized with a sense of urgency
- Generate and revise estimates as requested by Managers, including mid-season contracts
- Provide Accounts Payable with proper information for expense assignment
- Review and submit subcontractor invoices to Accounts Payable
- Track the full cycle of all purchases within the department
- Maintain an organized filing system (hard copy and soft copy)
- Maintain google document reflecting estimates to be generated, approved contracts, and contracts to be invoiced
- Work with the team to create estimates for new work for existing and new clients
- Collect, organize, and process invoices from subcontractors
- Ensure all materials and expenses are consumed/costed to the appropriate projects within SAP
- Process client invoices and handle full cycle of invoicing up to collections
- Work to learn the idiosyncrasies of each client and develop a rapport with each client as a trusted first point of contact
- Assist with responding to incoming calls at the office, accurately record all messages as needed and notify the appropriate manager
Essential Functions:
- Prioritize workload, resolve problems, and pay attention to details
- Correspond professionally with clients (via phone and email) regarding their properties, appointments, invoice questions, estimates, etc. and always maintain the highest level of customer service
- Check emails and respond to or direct to proper staff member(s) in a timely manner; when receiving communications from clients, aim to respond within 24 hours
- Follow department procedures and protocols
Looking to fill position ASAP. Required Skills/Abilities:
- Experience with Excel and SAP (preferable).
- Proficient in Microsoft Office Suite or related software.
- 4 years plus of administrative experience.
- Available to work on site in our Sag Harbor office.
- Excellent verbal and written communication skills.
- Excellent interpersonal and customer service skills.
- Excellent organizational skills and attention to detail.
- Ability to work independently.