LANDSCAPE SALES ADMINISTRATOR

About the position

The Landscape Sales Administrator is responsible for managing the administrative functions of the sales process within the landscape services division, ensuring that all stages from estimating to final payment are handled efficiently and accurately. This role involves coordinating with sales, estimating, and operations teams to support the sales function and maintain smooth administrative workflows. The Landscape Sales Administrator will ensure that all project documentation is prepared, accurate, and up to date, while also overseeing invoicing and payment processes.

Responsibilities

• Assist in the preparation of accurate estimates and proposals for landscape projects, ensuring they align with client specifications and pricing structures.
• Oversee and manage the administrative tasks that support the sales team, from initial client inquiry to project completion and final payment.
• Ensure contracts are drafted, signed, and properly filed. Coordinate with clients and internal teams to ensure all details, timelines, and costs are accurately reflected.
• Maintain organized records for all projects, including estimates, contracts, change orders, and client communications. Ensure compliance with company procedures and standards.
• Act as the point of contact for clients regarding administrative queries, providing updates on project status, contract details, and invoicing information to ensure clear communication and satisfaction.
• Oversee the invoicing process, ensuring that invoices are accurate and issued promptly. Follow up on outstanding payments and resolve any billing issues.
• Work closely with the sales, estimating, and operations teams to ensure smooth communication and coordination of administrative tasks related to each project.
• Assist with the preparation of reports related to project status, estimates, invoicing, and payments, providing valuable insights and updates to senior management.

Requirements

• At least 3 - 5 years of administrative experience, preferably in a sales or customer service role within the landscape, construction, or similar industries.
• Experience managing documentation, proposals, and contracts from initial inquiry to project completion.
• Background in supporting sales teams, assisting with estimating, tracking project progress, and managing client relationships.
• Experience handling customer inquiries, project quotes, and communication between sales, operations, and clients.
• Experience in invoicing, payment tracking, and billing processes.
• Knowledge of basic accounting procedures, such as tracking outstanding payments, generating invoices, and working with financial software.
• Experience in coordinating multiple projects simultaneously, ensuring that deadlines are met and tasks are completed on time.
• Familiarity with Customer Relationship Management (CRM) systems, project management software, or other industry-specific tools used to track sales and projects.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook).
• Strong experience in managing customer inquiries, resolving issues, and providing updates.

Nice-to-haves

• An associate degree or bachelor's degree in business administration, sales, marketing, or a related field is preferred.
• Additional certifications in sales, project management, or accounting can be an asset.
• A basic understanding of landscape services, design, and maintenance practices is beneficial.
• Knowledge of landscape pricing, contracts, and estimating processes is a plus.
• Strong organizational skills to manage paperwork, contracts, and client files efficiently.
• Excellent verbal and written communication skills to interact effectively with clients, vendors, and internal teams.
• Ability to clearly explain project details, invoicing, and service terms to clients and team members.
• Strong problem-solving skills, especially in managing project challenges and resolving client issues.
• Attention to detail when reviewing contracts, invoices, and other important documents.

Benefits

• Competitive salary based on experience and qualifications. Salary range: $75,000 - $90,000/year.
• Full-time position - office-based.
• Comprehensive benefits package, including health, dental, and vision insurance, 401(k) savings plan, paid time off, and company holidays.
• Opportunities for professional development and career advancement.