Administrative Assistant

Position Title: Executive Administrative Assistant (Hybrid Office Support Role)

Wage: $15.00 to $18/hour

Benefits : Vacation pay, holiday pay, direct deposit, W2, 401K with employer match up to 4% after first year.

Reports To: Office Manager

Also Supports: General Manager, Sales Manager, and broader leadership team

About The Position

The Executive Administrative Assistant is a key support role responsible for ensuring the smooth day-to-day operations of our office and field operations by executing a range of administrative, financial, and communication tasks with speed and accuracy. This position requires someone who can think on their feet, anticipate needs, and take real-time action to resolve problems or move initiatives forward with minimal direction.

This hybrid role combines traditional administrative duties with operational and team support across departments, including accounting, vendor communication, scheduling coordination, customer service support, and internal systems management. It’s an ideal role for someone who thrives on variety, solving problems before they arise, and improving systems as they go.

Core Responsibilities

Administrative & Office Support

• Answer incoming calls, direct inquiries, and manage internal communication flow.
• Draft professional emails, internal notes, client memos, proposals, and presentations.
• Maintain accurate digital and paper records, file and organize documentation efficiently.
• Manage incoming/outgoing mail and deliveries; handle scanning, copying, faxing as needed.
• Order and inventory office and cleaning supplies, ensuring resources are always available.
• Schedule and prepare for internal meetings, vendor appointments, and customer calls
• Other duties as assigned.

Accounting & Financial Support

• Prepare payroll for processing with precision and timeliness.
• Monitor AR & AP Aging Reports and alert team of discrepancies or deadlines.
• Assist with reconciling job cost data and vendor invoices.
• Maintain audit-ready records and compliance documentation.
• Support financial workflows by entering accurate data in QuickBooks Online and spreadsheets.

Operations & Cross-Team Coordination

• Communicate regularly with production, sales, and management to ensure consistent data flow.
• Track service requests and relay updates to clients, vendors, and internal stakeholders.
• Manage scheduling or job status updates in CRM platforms.
• Help coordinate onboarding tasks, employee paperwork, and team communication updates.

What We’re Looking For

Education & Experience

• Associate’s degree, Bachelor’s preferred OR 6+ years of fast-paced administrative support.
• Experience in a small business, multi-location, franchise, or service-based business is a strong plus.

Skills & Technology

• Proficient in QuickBooks Online, Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Comfortable using shared drives, digital folders, cloud-based scheduling or CRM platforms.
• Strong writing skills; able to communicate clearly, concisely, and professionally across channels.
• Adaptable with technology - can learn new systems and troubleshoot independently.

Character & Competency

• Proactive: Takes initiative, flags issues before they become problems, follows through.
• Responsive: Moves quickly, manages multiple priorities without missing details.
• Organized: Manages time well, keeps records clean, and maintains operational rhythm.
• Trustworthy: Handles confidential information discreetly.
• Resourceful: Can find answers, make things happen, and keep operations flowing without waiting on instruction.

Key Performance Indicators (KPIs)

• Timeliness of Billing & Payroll Processing
• Accuracy and Clarity of Communications
• AR & AP Aging Ratios
• Audit Readiness & Compliance
• Contact Management Quality
• Support Timeliness to Field & Sales Teams
• Internal Satisfaction Scores (Leadership Feedback)
• Employee Onboarding Task Completion

About Us

The Grounds Guys started as a shared dream between brothers in 1987 and grew into a national brand built on the values of honesty, reliability, craftsmanship, and care. With over 200 locations nationwide and growing, we are committed to fostering a culture of professional excellence, team support, and personal growth.

The Grounds Guys is an Equal Opportunity Employer.