Job Description: Office Manager

Company: Drab to Fab Landscaping

Location: San Diego, California

Reports To: CEO, Kurt Markowski

Position Type: Full-time

About Drab to Fab:

Drab to Fab Landscaping is a dynamic and growing landscape design, build, and maintenance company dedicated to creating and maintaining beautiful and sustainable outdoor spaces in the San Diego area. We pride ourselves on our high-quality work, exceptional client service, and collaborative team environment.

Job Summary:

The Office Manager will be a crucial support role, responsible for the efficient and organized operation of our office. This position requires a highly organized, detail-oriented individual with excellent communication and interpersonal skills. The Office Manager will directly assist the CEO, Kurt Markowski, and will collaborate closely with our Associate Designer, Director of Horticulture, and Construction Manager to ensure smooth administrative processes, accurate financial tracking for construction projects, and seamless new client onboarding.

Responsibilities:

New Client Intake:

• Serve as the initial point of contact for new client inquiries via phone, email, and website.
• Manage and organize incoming leads and ensure timely follow-up.
• Administer and track the completion of new client intake forms.
• Coordinate initial consultations and meetings between potential clients and the appropriate team members (CEO, Associate Designer, Director of Horticulture, Construction Manager).
• Maintain accurate records of all new client interactions and progress in our CRM system.

Construction Job Costing Accounting:

• Assist in the development and tracking of project budgets for construction jobs.
• Gather and organize invoices, receipts, and other financial documentation related to project costs.
• Input and maintain accurate cost data in our accounting system or spreadsheets.
• Track labor hours and material expenses for each project.
• Assist in the preparation of project cost reports and analyses for the CEO and Construction Manager.
• Collaborate with the CEO and Construction Manager to ensure projects are staying within budget.
• Assist with invoicing clients for construction projects based on agreed-upon terms.

General Office Management & Administrative Support:

• Provide comprehensive administrative support to the CEO, including managing his calendar, scheduling meetings, and handling correspondence.
• Maintain organized office systems, including filing (both physical and digital), record-keeping, and supplies inventory.
• Coordinate office maintenance and ensure a clean and functional work environment.
• Manage incoming and outgoing mail and packages.
• Answer and direct phone calls professionally.
• Assist with the preparation of documents, presentations, and reports.
• Support the team with various administrative tasks as needed.

Collaboration:

• Work closely with the Associate Designer to ensure smooth transitions from design to the construction and client onboarding phases.
• Collaborate with the Director of Horticulture to track material costs, schedule site visits, and assist with project-related administrative tasks.
• Collaborate with the Construction Manager to gather project cost information, track progress against budgets, and assist with project-related documentation.
• Communicate effectively with all team members to ensure efficient workflow and information sharing.

Qualifications:

• Proven experience (2+ years) in an office management or administrative role, preferably within a construction, design, or service-based industry.
• Strong understanding of basic accounting principles and job costing concepts.
• Proficiency in using accounting software (e.g., QuickBooks) and CRM systems.
• Excellent computer skills, including proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Google Workspace (Docs, Sheets, Gmail, Slides).
• Exceptional organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to prioritize tasks, manage time effectively, and work independently.
• Strong problem-solving skills and a proactive approach.
• Professional demeanor and excellent interpersonal skills.
• Experience with new client intake processes is a plus.
• Familiarity with the landscaping industry is a plus.

To Apply:

Please submit your resume and a cover letter outlining your qualifications and interest in this position via link below. 

Drab to Fab Landscaping is an equal opportunity employer and values diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.