Clerical Assistant Job Description

Job Title: Clerical Assistant – Landscape Office

Department: Administration

Reports to: Office Manager or Owner

Location: In-Office

Position Type: Full-Time


Job Summary

The Clerical Assistant supports the administrative operations of the landscape office by performing a variety of office tasks, including data entry, filing, answering customer inquiries, and assisting with inventory and sales recordkeeping. This role ensures smooth day-to-day operations and provides excellent support to both customers and team members. The ideal candidate is detail-oriented, organized, and has a passion for plants or an interest in the nursery industry.


Key Responsibilities


Landscape Project Coordination

  • Collaborate with landscape designers on project distribution.
  • Develop and maintain customer profiles.
  • Coordinate with the retail department on plant acquisition.
  • Schedule utility markings at all project properties.
  • Work with the production team on day-to-day data entry of materials used on projects.
  • Maintain up-to-date project paperwork and record changes made to projects in a timely manner.
  • Assist with project reconciliation.

Administrative Support

  • Perform data entry to update and maintain accurate customer and landscape project information.
  • Answer phone calls, emails, and in-person inquiries, directing them to the appropriate team members as necessary.
  • Organize and file documents, including invoices, contracts, and other customer information.
  • Prepare and distribute internal communications, such as memos or schedules.
  • Assist with scheduling meetings, appointments, and deliveries for management and staff.
  • Assist accounts payable and accounts receivable departments when needed.

Customer Service Support

  • Act as the landscape office’s customer support lead.
  • Greet customers in the office and assist with landscape inquiries.
  • Provide support for landscape transactions, such as reissuing payment receipts.

Office Organization and Maintenance

  • Keep the office area clean, organized, and stocked with necessary supplies.
  • Monitor and order office supplies, ensuring timely restocking of essentials.

Compliance and Documentation

  • Maintain accurate records for regulatory compliance, such as pesticide logs.
  • Ensure proper storage and organization of sensitive information, such as customer payment details.

General Support

  • Provide clerical support for special projects, such as seasonal sales or landscaping contracts.
  • Assist other departments as needed, demonstrating flexibility and a team-oriented attitude.
  • Act as a backup for other administrative roles in the absence of team members.

Qualifications


Education and Experience

  • High school diploma or equivalent (required); additional coursework or certification in office administration or other business-related disciplines (preferred).
  • 1–2 years of experience in an administrative or clerical role (preferred).
  • Familiarity with the plant nursery, gardening, or landscaping industry (preferred but not required).

Skills and Competencies

  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and office equipment (printers, scanners, etc.).
  • General knowledge of retail point-of-sale systems.
  • Ready-to-learn attitude.
  • Excellent organizational and multitasking abilities.
  • Strong written and verbal communication skills.
  • Attention to detail and accuracy in data entry and recordkeeping.
  • Ability to maintain a professional demeanor when interacting with customers and team members.

Physical Requirements

  • Ability to sit for extended periods while performing clerical tasks.
  • Occasional light lifting of office supplies or files (up to 40 lbs).

Performance Metrics

Success in this role will be measured by:

  1. Accuracy and timeliness of data entry and recordkeeping.
  2. Customer satisfaction with clerical and office-related inquiries.
  3. Efficiency in managing office tasks and meeting deadlines.
  4. Contribution to team support and smooth administrative operations.

Working Conditions

  • Primarily office-based with occasional interactions in the nursery or retail areas.
  • Flexible schedule; may be required during peak seasons or special events.