ADMINISTRATIVE ASSISTANT Jobs in Annapolis, MD at Walnut Hill Landscape Company, Inc.


Company: Walnut Hill Landscape Company, Inc.

Location: Annapolis, MD

Job DescriptionJob Description: Administrative AssistantPurpose:The Administrative Assistant is a vital role within the Administration Department and performs a wide verity of supporting functions. The Administrative Assistant supports the Director of Administration and the Controller through accurate and timely administrative tasks and functions.

Job Summary – THE 3R’sRole:Administrative Assistant

Reports directly to the Director of Administration

Works collaboratively with the Director of Administration and the Controller


Promote a positive culture & maintain the organization of the office

Perform daily, weekly and monthly administrative & accounting duties


The office operates efficiently with a high standard of customer service to all callers

Financial information is accurate and timely

Aging summaries will be kept current and employee clothing inventory is maintained with 100% accuracy

Metrics to Measure Results:

Success in this position will be measured by:

The office operates efficiently while promoting a positive culture

Calls and leads are handled professionally with accuracy to ensure the best experience for the caller or protentional customer

Data is entered with accuracy and there is an attention to details

Aging Summary that will not surpass 30 days

Detailed Overview of Responsibilities:

Office Duties:

Open & close office 8 am – 5 pm Monday through Friday

Prep office and greet all visitor when entering Walnut Hill Landscape Co.

Maintain office, kitchen, bathroom, health and safety supplies for office and shop

Keep supply cabinets/closet organized and orderly

Maintain office cleanliness and organization, eliminating clutter when possible

Collect and sort the mail daily

Office Organization and Administration:

Answer phones in a professional and courteous manner, entering leads, sending messages and adding missed calls into the correct platform

Qualify incoming leads and entering all relevant information into the CRM platform

Update contact information when changes are necessary

Ensure the Forms book is updated with copies for production

Preform all other duties as assigned by the Director of Administration and the Controller while assisting the Owner and team members as required

Uniform Inventory:

Receive, tracking and distribute employee clothing orders

Track employee clothing allowance balance and CINTAS orders weekly

Maintain proper storage and organization for all employee clothing and documentation

AP Duties:

Assist Controller with other related accounting functions

Reconcile purchase orders with vendor invoices and resolve any discrepancies by contacting vendors directly or referring to the purchaser

Reconcile monthly vendor statements and ensure that vendor files are maintained in good order

AR Duties:

Assist Controller with other related accounting functions

Invoice all Landscape clients weekly and apply deposits correctly for the Controller to approve

Preparing billing for our Management clients monthly

Prepare snow invoice snow as soon as event is over

Maintain weekly Work Completed spreadsheets and ensure that all jobs are billed

Process payments received and prepare weekly receivables statement for Controller

Maintain current A/R accounts and send reminders with statements on past due accounts

Key Success Behaviors and Skills:

Aligned with Walnut Hill’s Values of …

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