Administrative Assistant

$49,920 - $52,000/Yr

Summerhill Landscapes - Southampton, NY

Full-time - Mid Level

Southampton, NY

Professional, Scientific, and Technical Services

About the position

Summerhill Landscapes is seeking a Mid-Level Administrative Assistant to provide essential administrative support for the Estate Care team. The role involves managing day-to-day operations efficiently, generating estimates, processing invoices, and maintaining organized records, all while ensuring high levels of customer service and communication with clients.

Responsibilities

• Provide administrative support for the day-to-day operations of the Estate Care team.
• 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 a 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 the full cycle of invoicing up to collections.
• 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.

Requirements

• Experience with Excel and SAP (preferable).
• Proficient in Microsoft Office Suite or related software.
• 4 years plus of administrative experience.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Ability to work independently.