Administrative Assistant

About Us

Topiarius is a boutique landscape design, build, and maintenance firm serving some of Chicago’s most distinctive residential properties. Since 2003, our mission has been to design, create, and maintain luxurious outdoor sanctuaries—because people deserve to live beautifully outdoors. We work with honesty, creativity, and respect, and we’re an upbeat, collaborative team that asks questions, learns from each other, and takes pride in delivering exceptional work.

Position Overview

We are seeking a detail-oriented and highly organized Administrative Assistant to support our Sales and Operations teams. In this role, you’ll be a first point of contact for client inquiries, keep information flowing to the right people, and help ensure our daily operations run smoothly. If you enjoy helping teams stay aligned, communicating clearly, and bringing order to a fast-moving environment, this could be a great fit.

Key Responsibilities

Communication & Client Service

•        Manage the inbox for the Concierge Team as the first point of contact for incoming inquiries, and ensuring timely, professional responses.

•        Assist with client communication via email and phone, providing helpful, solution-oriented service.

•        Schedule all new Fine Gardening visits and coordinate dates with clients.

•        Record and share pertinent client information with the appropriate team members.

Operations Support

•        Support Foremen and the Fine Gardening (FG) Supervisor with essential clerical tasks, such as:

o   Print and organize work tickets and pull tickets for field crews.

o   Assist with timekeeping management.

o   Create and enter purchase receipts to accurately track field expenses.

•        Assist with building closure at the end of standard business hours each weekday.

•        Support the HR/Office Administrator with payroll tasks during planned absences, maintaining accuracy and confidentiality.

Data Management

•        Perform invoice entry to support a timely, accurate billing process.

•        Perform occasional updates to the material catalog.

•        Update vendor pricing to reflect current costs.

Who Thrives in This Role

This role tends to work best for people who:

• Enjoy creating clarity, organization, and smooth processes for busy teams.
• Communicate clearly and professionally in writing and over the phone.
• Are comfortable juggling multiple priorities while maintaining attention to detail.
• Appreciate both the operational and client-service sides of our work.
• Take initiative, ask great questions, and follow through reliably.

Essential Skills & Qualifications

•        Bachelor’s degree from an accredited college or university or equivalent work experience.

•        3-5 years of relevant professional experience; previous administrative or office support experience preferred.

•        Fluent in English.

•        Strong interpersonal and communication skills, including phone, email, and writing.

•        Fluency with Microsoft Office (Word, Excel) and Google Suite (Gmail, Docs, Sheets).

•        Proficiency with data entry and attention to detail.

•        Ability to multitask and prioritize in a fast-paced environment.

•        Familiarity with HubSpot and/or Aspire software systems is not required but a plus.

Compensation and Benefits

The annual salary range for this position is $60,000 - 65,000.

Core benefits include paid time off, medical and dental insurance (PPO/HSA and HMO options), life and disability coverage, and a 401(k) with company contribution.

Expected Activity and Movement

• Regularly sits at desk and works with computer.
• Intermittently moves throughout the office.
• Lifting (up to 40 pounds), bending on a regular basis.

Who We Are

Since 2003, our mission has been to design, create, and maintain luxurious outdoor sanctuaries because we believe that people deserve to live beautifully outdoors. You can learn more about Topiarius at www.topiarius.com.

At Topiarius, we work with honesty, creativity, and respect. We're an upbeat, collaborative team that asks questions, learns from each other, and takes pride in delivering exceptional work. If that sounds like your kind of culture, we'd love to talk.

If you are interested in joining our team, please apply and be sure to include a cover letter. We will contact you if we are interested in scheduling an interview. Please refrain from phone calls.

Equal Opportunity

Topiarius is a non-union company. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, or other status protected by applicable law. Final candidates may be required to undergo a background check. Nothing in this job description restricts the supervisor’s right to assign or reassign duties at any time.