Office Assistant - Connect Talent Solutions

Job Description: Office Assistant in the Irrigation/Landscape Field

Position Overview: As an Office Assistant in the Irrigation/Landscape field, you will play a crucial role in supporting the daily administrative and operational functions of the company. Your responsibilities will revolve around assisting with various office tasks and ensuring smooth operations to enable the efficient functioning of the irrigation and landscape projects. You will work closely with the office team, project managers, and field staff to contribute to the overall success of the company.

Key Responsibilities:

1. Administrative Support:

    

   • Answer phone calls, respond to emails, and address inquiries from clients, suppliers, and other stakeholders.
   • Maintain and update the office filing system, ensuring all documents are properly organized and accessible.
   • Assist in the preparation and processing of project proposals, contracts, and other relevant paperwork.
   • Manage office supplies inventory and place orders when necessary.
   • Receive payment of invoices
2. Project Coordination:

    

   • Assist project managers in scheduling and coordinating irrigation and landscape projects.
   • Maintain project documentation, including contracts, permits, and project plans.
   • Communicate with field staff to track project progress and update relevant parties accordingly.
   • Monitor project budgets and expenses in coordination with the finance team.
3. Customer Support:

    

   • Provide excellent customer service by addressing client inquiries and concerns professionally and promptly.
   • Assist in the preparation of estimates and quotes for prospective clients.
   • Coordinate with clients to schedule appointments and site visits for project assessments.
4. Data Entry and Reporting:

    

   • Input data related to project progress, expenses, and other relevant information into company databases or software.
   • Generate regular reports and summaries for management review.
5. Office Organization:

    

   • Maintain the cleanliness and organization of the office space.
   • Coordinate meetings and schedule appointments for team members.
6. Collaborative Teamwork:

    

   • Collaborate with other team members to ensure seamless communication and workflow within the company.
   • Assist field staff in relaying important information to the office team and vice versa.

Requirements:

• High school diploma or equivalent; additional education or training in office administration is a plus.
• Proven experience as an office assistant or in a similar administrative role.
• Familiarity with the irrigation and landscape industry is desirable but not mandatory.
• Proficient in using office software such as Microsoft Office (Word, Excel, Outlook) and other relevant applications.
• Excellent communication skills, both written and verbal.
• Strong organizational and time management abilities.
• Ability to multitask and work in a fast-paced environment.
• Detail-oriented and committed to maintaining accurate records.
• Team player with a positive attitude.