Part TimeAdministrative and Operations Support

Job Summary

We are seeking a proactive and highly organized Operations & Administrative (Landscaping) VA to support a growing landscaping and hardscaping company. This role involves managing day-to-day operations within the company’s CRM system, handling scheduling, invoicing, reporting, customer communications, and assisting with recruitment and marketing efforts. The ideal candidate is resourceful, comfortable learning new systems independently, and capable of taking ownership of administrative workflows with minimal oversight.

Key Responsibilities

Manage and maintain the company’s CRM system (Aspire), including new contact setup, property setup, and work ticket cleanup
Run job costing reports, budget reports, and labor cost summaries and deliver them in a clean, digestible format
Handle advanced crew scheduling based on geographic proximity and project timelines
Coordinate utility locate calls ahead of scheduled projects
Send pre-work and post-work customer communications via email, including project timeline updates and follow-up requests for feedback and reviews
Manage the owner’s calendar, blocking time for estimates, meetings, and administrative tasks
Process invoicing and handle expense matching through QuickBooks
Update labor costs, material costs, and asset records within the CRM as changes occur
Assist with payroll processing, employee setup, and pulling payroll-related reports
Manage job postings on recruitment platforms such as ZipRecruiter and Indeed, screen applicants, and present qualified candidates
Support email marketing campaigns to re-engage existing contacts and maintain brand visibility
Create and organize standard operating procedures for recurring business processes
Track and update inventory records based on real-time data within the CRM

Mandatory Skills

Strong experience with CRM platforms, preferably Aspire, ServiceTitan, or similar field service management software
Proficiency in QuickBooks for expense matching, reporting, and basic financial tasks
Demonstrated ability to manage scheduling, dispatching, or operations coordination
Experience generating and organizing business reports (job costing, payroll, budget, inventory)
Strong organizational skills with the ability to manage multiple tasks and priorities simultaneously
Reliable, detail-oriented, and able to work independently with minimal supervision
Excellent written communication skills for professional customer-facing emails
Strong communication skills and ability to collaborate effectively with a small team

Preferred Skills

Direct experience with Aspire software or a strong willingness to learn using available training resources
Background in landscaping, construction, field services, or a similar industry
Experience with employee recruitment tasks including posting jobs, screening resumes, and managing applicant pipelines
Familiarity with email marketing tools and campaign execution
Experience creating SOPs and process documentation
Knowledge of inventory management and asset tracking workflows
Comfort working in a fast-paced, weather-dependent operational environment where schedules shift frequently

Why Join Us

This is a great opportunity to become an integral part of a growing landscaping company where your contributions will have a direct and visible impact on daily operations. You will enjoy a collaborative working relationship with the business owner, room to grow your responsibilities over time, and the satisfaction of helping streamline a business that is scaling quickly. If you thrive on bringing order to busy environments, this role is for you.