Office Manager/HR Administrator

Job Description: Office Manager

Company: Cornerstone Lawn Services & Landscape Supply

Position Title: Office Manager

Job Type: Full-Time

Reports To: Chief Operating Officer (COO) & Chief of Staff (COS)

Position Summary

The Office Manager is a core operational leader at Cornerstone Lawn Services, responsible for driving smooth daily office activities, client communication, operational records, administrative support, financial workflow, and team supervision. The ideal candidate maintains a thorough understanding of all company operational departments, serving as a key point of contact for clients, field crews, management, and vendors. This role manages and directs administrative support staff—including an on-site part-time Administrative Assistant and a remote Virtual Assistant (VA) —to ensure team responsibilities are executed efficiently. This includes training, guiding, delegating tasks, and overseeing performance across HR, Accounts Receivable, Operations, and Executive Support workflows.

Key Responsibilities & Core Duties1. Team Management & Supervision

• Direct Supervision: Manage, schedule, and delegate daily tasks to both an on-site part-time Administrative Assistant and a remote Virtual Assistant (VA).
• Training & Guidance: Develop training materials, standard operating procedures (SOPs), and ongoing guidance to onboard and upskill support personnel to complete administrative duties accurately.
• Workflow Oversight: Monitor work quality, productivity, and task execution across both local and remote administrative functions to ensure seamless daily operation.

1. Daily Operations & Office Management

• Front-Office Leadership: Oversee and serve as a primary point of contact for phone calls, inquiries, and visitors, ensuring incoming communications are handled directly or appropriately routed.
• Customer Service & Inquiries: Respond to client questions regarding service offerings, routine policies, weather delays, and scheduling procedures with a high level of professionalism.
• Inventory & Office Supplies: Order, track, and maintain organized inventory for office supplies, uniforms, marketing collateral, and administrative materials.
• Facilities & Environment: Maintain an organized, efficient, and welcoming office environment for staff, clients, and prospective hires.

1. HR Support & Employee Relations

• Minor HR Issue Resolution: Address and handle minor employee-related issues and routine workplace concerns as directed by the COO and COS in a timely, professional, and accurate manner.
• Documentation & Record Keeping: Accurately document conversations, check-ins, and meetings with employees, the COO, and the COS, maintaining detailed and confidential HR logs.
• Onboarding & Records: Assist with new employee paperwork, background checks, safety policy distribution, and record maintenance for seasonal and permanent crews.
• Timekeeping & Attendance: Oversee the tracking of daily crew timecards, attendance logs, and leave requests before submitting reporting to payroll.

1. Executive Support (COO & COS Coordination)

• Operational & Executive Alignment: Work directly under the guidance of the Chief Operating Officer (COO) and Chief of Staff (COS) to support operational management, internal scheduling, and executive administration.
• Record Integrity: Maintain up-to-date, accurate digital and physical filing systems for company operational records, contracts, equipment maintenance logs, and vendor agreements.

1. General Clerical & Field Coordination

• Cross-Departmental Clerical Work: Perform and delegate varied administrative tasks, including drafting correspondence, scanning, data entry, and updating field management software.
• Dispatch & Crew Support: Relay crucial customer service requests or property access updates to field supervisors and routing managers as needed.

1. Accounts Receivable (AR) & Financial Administration

• Invoicing & Billing Management: Generate, review, and issue accurate client invoices promptly upon completion of lawn care, landscaping, and seasonal services. Cross-reference completed field service tickets and work orders against account records before billing.
• Payment Processing & Reconciliation: Receive, log, and process incoming customer payments (checks, credit cards, ACH). Reconcile daily financial transactions and post receipts to customer accounts in the billing system.
• Collections & Aging Account Management: Monitor aging AR reports routinely, issue payment reminders, and conduct courteous, professional follow-ups via phone and email for past-due balances. Coordinate with executive leadership on delinquent accounts requiring escalated collection action.
• Client Account Maintenance: Resolve client billing inquiries, process refunds or account credits as approved by management, and maintain up-to-date, accurate payment and billing records for all residential and commercial accounts.

Qualifications & Skill Requirements

• Experience: 2–4+ years of office administration or office management experience, including hands-on Accounts Receivable (AR) management and experience supervising, training, or delegating work to team members or remote assistants (experience in lawn care, landscaping, trade services, or construction operations is a strong plus).
• Leadership & Coaching: Strong ability to guide, train, and manage both on-site staff and remote Virtual Assistants effectively.
• Technical & AR Skills: Proficiency with office software (Microsoft Office Suite, Google Workspace), accounting/billing software (e.g., QuickBooks), and familiarity with field management or CRM software (e.g., Jobber, RealGreen, LMN, or similar service software).
• Communication: Exceptional verbal and written communication skills with strong phone etiquette.
• Organization: Outstanding organizational skills, attention to detail, and ability to multi-task in a fast-paced seasonal trade environment.
• Problem-Solving: Independent worker capable of prioritizing tasks while supporting executive leadership (COO and COS).

Performance Expectations

• Maintain high accuracy and strict confidentiality across all employee conversations, financial data, and operational records.
• Effectively train, mentor, and supervise support staff (on-site admin and VA) to ensure error-free completion of assigned duties.
• Ensure client phone calls, messages, and billing inquiries are addressed or routed within defined company standards.
• Maintain low aging AR balances through consistent, professional billing and collections procedures.
• Proactively communicate operational roadblocks and employee matters to executive management (COO & COS) to maintain seamless daily business flow.

Job Type: Full-time

Pay: $18.00 - $20.00 per hour

Benefits:

• Dental insurance
• Employee discount
• Life insurance
• Paid time off
• Vision insurance

Experience:

• Human resources: 1 year (Required)

Language:

• Spanish (Required)

Work Location: In person