Office Manager

Job Title

Office Manager - Landscaping Company

Company

4 Seasons Lawncare & Landscaping (Kalispell, MT)

Job Type

Full-time, on-site

About Us

4 Seasons Lawncare & Landscaping is a full-service landscape design, installation, and maintenance company serving residential and commercial clients in the Flathead Valley. We're growing and need a detail-oriented Office Manager to keep our operations organized and our customers taken care of.

Position Overview

The Office Manager is responsible for running the day-to-day office operations, including answering phones, scheduling jobs, managing payroll, overseeing QuickBooks, and handling both accounts payable and accounts receivable for a busy landscaping company. This role supports the owner and field crews to ensure projects are scheduled correctly, customers receive timely communication, and financial records are accurate and up to date.

Key Responsibilities

• Answer incoming calls, emails, and messages and route them to the appropriate person.
• Schedule estimates, installs, and maintenance visits; coordinate calendars for crews and the owner.
• Enter and update customer information in CRM/QuickBooks and maintain organized digital and paper files.
• Run weekly/bi-weekly payroll: gather hours, verify accuracy, process payroll, and maintain payroll records.
• Oversee QuickBooks: enter invoices and payments, code expenses, reconcile accounts, and assist with basic financial reports.
• Handle accounts payable: enter and track vendor bills, verify accuracy, schedule and process payments, and maintain vendor records.
• Handle accounts receivable: create and send invoices, apply customer payments, monitor aging reports, and follow up on past-due accounts in a professional manner.
• Track and file vendor bills, receipts, and credit card transactions to keep books current.
• Prepare and send estimates, work orders, and invoices in coordination with the owner and sales team.
• Maintain office supplies and basic office systems so the office runs smoothly day to day.
• Support hiring and onboarding paperwork (employment forms, new-hire setup in payroll/QuickBooks).
• Provide general administrative support to the owner and management team and jump in where needed during busy seasons.

Qualifications

• Previous office management, bookkeeping, or administrative experience required (landscaping, construction, or trades experience is a plus).
• Strong working knowledge of QuickBooks (Desktop or Online) for invoicing, bill pay, accounts payable/receivable, and basic reporting.
• Experience running or assisting with payroll (using QuickBooks or another payroll system).
• Comfortable answering phones, speaking with customers, and handling issues professionally and calmly.
• Strong organizational skills with excellent attention to detail and follow-through.
• Proficient with computers, email, and basic office software (Outlook/Gmail, Word, Excel/Sheets).
• Ability to prioritize, work independently, and handle multiple tasks in a fast-paced, seasonal environment.
• Reliable, punctual, and able to maintain confidentiality with employee and financial information.

Schedule and Compensation

• Schedule: Monday-Friday, 8:00 AM-4:00pm
• Compensation: varies based on experience but could range $26-$35 or possibly salary for the right person.
• Benefits: paid time off, holidays, simple IRA match