Position Overview
As the Administrative Assistant, you own the daily administrative flow that keeps Gagnon Landscape Contracting organized, responsive, and professional. Your role exists to protect leadership’s time, keep communication tight, maintain clean office and administrative systems, and make sure clients, employees, and internal teams experience follow-through, accuracy, and consistency.
You help support a growing multi-division business by keeping key offices, payroll coordination, customer communication, vendor documentation, and job-flow processes moving without things slipping through the cracks. You contribute directly to customer experience, reliability, and operational control.
Success Profile and Targets
Success in this role means you keep the office and admin systems running cleanly, communication gets handled promptly, recurring deadlines are met, and leadership does not need to chase basic follow-up. You are successful when clients feel cared for, internal teams get what they need on time, subcontractor documentation stays current, and administrative details are organized well enough to support profitable growth.
- Shared inbox response standard, same business day when possible, 1 business day latest
- Payroll prep completed on time each cycle with zero avoidable missing-time issues
- AR reminder cadence completed weekly
- Customer touchpoints completed on schedule for 95% percent or more of qualifying clients
- Subcontractor COIs and W9s collected and current before work begins or payment is processed
- Job-flow tracker updated weekly with current statuses and blockers
- Office supply stockouts limited to rare exceptions
Key Responsibilities
Payroll and Benefits Coordination
- Own the collection, validation, and organization of payroll support information so submissions are ready for review on time.
- Maintain employee payroll and benefits paperwork accurately, including status changes, enrollments, and required documentation.
- Surface discrepancies early so pay and coverage issues are addressed before they affect employees.
Inbox and Administrative Communication
- Own daily monitoring of shared inboxes and administrative communication channels so messages are answered, routed, or escalated quickly.
- Keep inbox response time the same business day whenever possible, and no later than 1 business day for routine communication.
- Maintain an open-loop tracker so no client, vendor, or internal follow-up gets lost.
Accounting Administration
- Own routine accounting administration in QuickBooks, including transaction categorization, receipt attachment, and clean backup documentation.
- Send accounts receivable reminders on schedule and track responses, non-responses, and escalation items.
- Keep administrative financial records organized for leadership review.
Subcontractor Documentation and Compliance
- Own collection and organization of subcontractor COIs and W9s.
- Keep documentation current and easy to access so leadership is not chasing missing paperwork.
- Surface expired, missing, or incomplete compliance documents before work begins or payment is processed.
Customer Experience and Office Coordination
- Own client-facing administrative touchpoints including welcome communication, thank-you cards, follow-ups, and expectation-setting.
- Help ensure every client interaction feels professional, warm, and consistent with GLC’s values-led, family-style experience.
- Keep the office organized, stocked, and ready for daily use.
Job Flow and Internal Coordination
- Monitor job status movement in Synked Up and keep visible records current.
- Surface bottlenecks early, including missing paperwork, client decisions, and stalled handoffs.
- Provide leadership with a regular view of outstanding admin issues and workflow friction points.
Marketing and Website Coordination
- Maintain the social posting schedule once content is approved and ready.
- Keep simple website updates moving and coordinate larger updates with outside support when needed.
- Hold deadlines visible so approved content and basic web updates do not stall.
Daily, Weekly, and Monthly Expectations
Daily
- Monitor inboxes and respond, route, or escalate messages.
- Update open loops and pending items.
- Check Synked Up for stalled or incomplete admin-related items.
- Reset and restock office essentials as needed.
Weekly
- Prepare payroll support items for review.
- Send and document AR reminders.
- Review subcontractor COIs and W9s for missing or expired items.
- Clean up QuickBooks admin items and missing receipts.
- Complete scheduled client touchpoints.
- Review upcoming social media deliverables and flag blockers.
- Prepare a weekly admin and job-flow snapshot for leadership.
Monthly
- Review benefits administration items and paperwork status.
- Complete supply review and reorder planning.
Audit subcontractor compliance files for completeness.
- Update website content as needed.
- Review recurring admin bottlenecks and suggest improvements.
Required Skills and Qualifications
- Strong administrative coordination and follow-through.
- High attention to detail with numbers, records, and written communication.
- Ability to handle confidential employee and financial information with discretion.
- Ability to keep vendor and subcontractor documentation organized and current.
- Strong written and verbal communication skills.
- Comfortable working inside software systems and keeping data clean.
- Ability to prioritize recurring deadlines without constant supervision.
- Experience in office administration, construction, landscaping, or home services is preferred.
- Experience with QuickBooks, Paychex, and Synked Up is preferred.
Company Culture and Values Alignment
In this role, you help turn GLC’s mission and vision into a daily client and team experience. You are expected to communicate with integrity, keep commitments, protect a high-trust office environment, and help clients feel like family through consistent follow-through and professional care.
You reinforce safety by keeping documentation and communication organized, ownership by closing loops instead of waiting to be chased, reliability by meeting recurring deadlines, and continuous improvement by identifying friction points and suggesting better ways to run the office. Clean communication, sharp problem-solving, and attention to detail are part of how you support GLC’s reputation as a trusted, values-led contractor.
Career Path and GrowthExpectations
Strong performance in this role leads to more trust, more ownership, and a broader role in office coordination, customer communication, compliance tracking, and internal process management. Over time, this role can grow into deeper responsibility for office management, client experience systems, workflow coordination, or finance/admin operations, depending on business needs and your strengths.
