Office Operations Manager

The Difference Landscapes is hiring an organized, detail-oriented Office Operations Manager to run the administrative backbone of our growing landscaping company.

This role is responsible for keeping the business organized, responsive, and operational behind the scenes -- including customer communication, payroll prep, HR administration, onboarding, CRM management, bookkeeping support, compliance tracking, and office systems.

This is not a receptionist position. We need someone who can create structure, follow through consistently, hold people accountable, and help ownership stay focused on growth instead of daily admin issues.

What You'll Do

Customer Service & Office Operations

• Answer incoming calls and manage the company inbox
• Handle customer requests, complaints, scheduling inquiries, and follow-ups
• Enter and maintain accurate customer information in the CRM
• Route issues to the correct team members and escalate urgent problems
• Follow up after completed work to ensure customer satisfaction
• Help manage online review requests and customer feedback

Payroll & Administrative Support

• Review employee timecards for accuracy, missing punches, PTO, overtime, and job coding
• Follow up with employees and managers to resolve payroll issues
• Prepare payroll for management approval
• Maintain organized payroll and employee records
• Coordinate with the bookkeeper, accountant, and payroll providers
• Organize receipts, POS entries, and administrative financial records

HR & Employee Administration

• Maintain confidential employee files and onboarding records
• Manage onboarding and offboarding processes
• Assist with hiring coordination, interview scheduling, and applicant communication
• Track uniforms, company property, paperwork, and employee documentation
• Support managers with employee documentation and administrative follow-up

CRM, Systems & Process Improvement

• Maintain accurate customer, lead, and service information in the CRM
• Organize digital and physical files
• Create and improve SOPs, checklists, and repeatable office systems
• Identify process breakdowns and administrative inefficiencies
• Help build scalable systems that reduce owner involvement in daily admin tasks

Compliance & Facility Coordination

• Track recurring DOT, OSHA, and administrative deadlines
• Coordinate approved maintenance vendors and facility follow-up
• Maintain organized compliance and safety records

What We're Looking For

• Experience in office management, payroll, HR admin, customer service, or administrative coordination
• Strong organizational and follow-through skills
• High attention to detail and ability to manage multiple priorities
• Professional communication skills with customers, employees, and vendors
• Ability to handle confidential information responsibly
• Comfortable enforcing deadlines and following up firmly when needed
• Strong computer skills including Microsoft Office, Google Workspace, payroll systems, and CRM software

Preferred Experience

• Landscaping, construction, trades, or field-service industry experience
• QuickBooks, Aspire, HubSpot, BambooHR, Slack, Azuga, or similar platforms
• Payroll support for hourly field employees
• Bilingual English/Spanish is a plus

The Ideal Candidate

• Organized and process-driven
• Calm under pressure
• Friendly but assertive
• Strong with systems, documentation, and accountability
• Comfortable in a fast-moving small business environment
• Interested in helping a company grow and scale

What Success Looks Like

• Payroll is accurate and on time
• Customer communication is organized and documented
• CRM data stays current and reliable
• Employee onboarding/offboarding runs smoothly
• Administrative deadlines are not missed
• SOPs and systems continue improving
• Ownership receives organized updates instead of daily chaos

Why This Role Matters

As our company grows, ownership can't manage every timecard, customer issue, receipt, employee file, and administrative task personally.

This role helps build the systems, communication, and operational structure needed to scale professionally and efficiently.