Office Manager

About the Role

Green Image is looking for a sharp, organized Office Administrator to support the General Manager and owners with the administrative work that keeps the company moving: quotes and estimates, customer communication, invoicing, vendor coordination, and day-to-day office logistics for a fast-moving landscaping and construction company. This is a hybrid role, and you must be responsive, detail-oriented, and comfortable using business software.

What You'll Do

• Prepare, update, and organize quotes, estimates, proposals, letters, forms, and customer-facing documents; format everything cleanly in Microsoft Word.
• Use QuickBooks for estimates, invoices, customer and vendor records, receipts, and expenses.
• Use Zoho CRM to keep customer information, leads, follow-ups, and communication organized.
• Use Tapigo and CompanyCam to keep job photos, notes, documents, and follow-ups organized.
• Organize meetings, prepare agendas and materials, and help coordinate company events, trade shows, and travel.
• Follow up on proposals and prospects to help move opportunities forward.
• Send service-week and day-before job lists to the right internal person so customer notifications go out on time.
• Call nurseries, suppliers, vendors, and rental companies to check availability, pricing, delivery, and order status; create purchase orders and track deliveries and will-calls.
• Collect staff receipts daily and enter receipts and expenses into QuickBooks by the next business day.
• Follow up with customers, vendors, applicants, and internal team members by phone, text, and email; answer and return company calls during working hours (phone volume is light).
• Assist with recruiting call-downs as needed, including posting jobs, calling applicants, and scheduling interviews.
• Keep customer files, job records, estimates, invoices, receipts, and vendor information organized across company systems.
• Assist with accounts receivable follow-up and other administrative tasks assigned by the General Manager or owners.
• Track open items and follow up until they are completed.

What You Won't Do

• Manage field crews, own lawn maintenance routing, or own production scheduling (unless specifically assigned by the General Manager).
• Make field decisions for foremen or project managers.
• Approve pricing changes, discounts, purchases, credits, refunds, or subcontractor commitments without approval.
• Handle full-charge bookkeeping or payroll unless separately assigned.
• Act as a full-time receptionist or call center. Phone volume is light.

Requirements

• Previous office admin, administrative assistant, executive assistant, coordinator, customer service, purchasing support, or operations support experience required.
• Experience creating or helping prepare quotes, estimates, proposals, or customer-facing service documents.
• Strong Microsoft Word and document formatting skills; QuickBooks experience required; CRM experience required, Zoho preferred.
• Comfortable with professional phone communication with customers, vendors, suppliers, applicants, and internal team members.
• Able to work independently in a hybrid setup while staying organized, responsive, and accountable.
• Strong written and verbal communication skills; detail-oriented and able to manage multiple open items at once.
• Experience in landscaping, construction, home services, property management, purchasing, or field service strongly preferred.
• Spanish is a plus, but not required.

Tools & Pay

This role uses QuickBooks, Zoho CRM, Tapigo, CompanyCam, and Microsoft Word day to day. This is an hourly, full-time position based in Boca Raton, FL, working hybrid (in-office and remote). Pay range is $20-$25 per hour.