Administrative Assistant | Project Support | Landscaping Industry

About the Company

We are a landscape design and build company based in Billings, Montana. As our business continues to grow, we are looking for a reliable and detail-oriented Virtual Assistant to support our day-to-day administrative operations and help keep our projects organised and running smoothly.

Position Overview

We are seeking a proactive Administrative Assistant to provide backend operational support across project administration, bookkeeping assistance, client follow-ups, and data management. This role will work closely with the business owner, helping to reduce administrative workload and improve overall efficiency.

Key Responsibilities

Administrative Support

• Enter and organise receipts, invoices, and project-related documentation
• Maintain accurate records across company systems and software
• Support general administrative and data entry tasks
• Ensure project information is updated and organised

Financial and Bookkeeping Support

• Assist with data entry and record management within QuickBooks
• Track invoices and support accounts administration
• Maintain accurate financial records and documentation

Client Communication

• Follow up with clients regarding outstanding invoices
• Check in on estimates and proposals that have been sent
• Provide professional and timely communication via email and phone
• Maintain strong customer service standards

Project and Estimating Support

• Assist with project administration and job tracking
• Support estimate preparation and documentation
• Proofread estimates and project-related documents for accuracy
• Potential to take on additional estimating responsibilities as skills and knowledge develop

Software Experience Preferred

Experience with the following platforms would be highly desirable:

• QuickBooks
• LMN (Landscape Management Network)
• CompanyCam
• Google Workspace
• Microsoft Outlook

Ideal Candidate

The successful candidate will be:

• Highly organised and detail-oriented
• Honest, transparent, and accountable in their work
• Comfortable communicating proactively when challenges arise
• Able to work independently and manage multiple priorities
• Strong in administrative and data entry tasks
• Professional when communicating with clients
• Quick to learn new systems and processes

Nice to Have

• Previous experience supporting a landscaping, construction, design-build, or trade-based business
• Experience assisting with estimates, quotations, or project coordination
• Familiarity with CRM, project management, or job-costing systems

Success in This Role

This person will help create efficiencies within the business by taking ownership of administrative tasks, maintaining accurate records, supporting client communication, and allowing the owner to focus on design, estimating, project management, and business growth.