Virtual Assistant for Landscaping Company

The ideal candidate is resourceful, confident learning new systems on their own, and capable of taking genuine ownership of administrative workflows with minimal oversight.

Key Responsibilities:

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

Mandatory Skills:

• Strong hands-on experience with CRM platforms — preferably Aspire, ServiceTitan, or comparable field service management software
• Proficiency in QuickBooks for expense matching, financial reporting, and basic accounting functions
• Demonstrated ability to manage scheduling, dispatching, or operations coordination in a service-based environment
• Experience producing and organizing business reports covering job costing, payroll, budgets, and inventory
• Strong organizational skills with the ability to manage multiple tasks and shifting priorities simultaneously
• Reliable, detail-oriented, and capable of working independently with minimal direction
• Excellent written communication skills for professional, client-facing email correspondence
• Strong interpersonal skills and the ability to work collaboratively within a small and close-knit team

Preferred Skills:

• Direct experience with Aspire software or a genuine and motivated willingness to learn through available training resources
• Background in landscaping, construction, field services, or a comparable trade industry
• Experience with recruitment activities including job postings, resume screening, and applicant pipeline management
• Familiarity with email marketing tools and basic campaign execution
• Experience building SOPs and documenting operational processes
• Knowledge of inventory management and asset tracking workflows
• Comfortable working in a fast-paced, weather-dependent environment where schedules shift regularly

If you thrive on bringing structure to busy environments and take pride in taking ownership, this role is for you.