Office Manager/Administrative Assistant -Bilingual (English – Spanish)

Office Manager / Administrative Assistant

Reports To: President/Owner

Department: Operations

Company Type: Landscaping & General Contracting

Position Summary

The Office Manager/ Administrative Assistant supports the daily operational and administrative functions of Green Leaf Pro. This role ensures smooth coordination between subcontractors, vendors, by handling scheduling, documentation, compliance, and administrative tasks. The ideal candidate is detail-oriented, organized, and thrives in a fast-paced environment.

Key Responsibilities

Administrative Support

• Manage office communications, correspondence, and filing systems (digital and physical).
• Prepare reports and project documentation.
• Maintain company records including contracts, permits, licenses, and insurance certificates.

Project Coordination

• Assist in scheduling subcontractors, site inspections, and project timelines.
• Track project progress, prepare status updates, and flag potential delays.
• Responsible for processing purchase orders, vendor invoices, and delivery schedules.

Compliance & Documentation

• Maintain up-to-date subcontractor agreements, certificate of insurance and project specific contracts.
• Organize and distribute project drawings, blueprints, and specifications.

Financial & Reporting

• Assist accounting with job cost tracking, invoicing, and expense reports.
• Monitor budgets and report variances to leadership.

Operations Support

• Serve as a point of contact for subcontractors, suppliers, and clients regarding day to day activities & work orders
• Contribute to continuous improvement of operational processes.

Qualifications

• High school diploma required; Associate’s or Bachelor’s degree preferred (Business, Construction Management, or related field).
• 2+ years of administrative experience; construction or contracting industry experience strongly preferred.
• Proficiency with MS Office Suite (Word, Excel, Outlook, Teams) and accounting software (QuickBooks Online).
• Strong organizational and multitasking skills with keen attention to detail.
• Excellent written and verbal communication skills.
• Knowledge of construction documents, terminology, and basic project workflows is a plus.
• Bilingual (English – Spanish) required.

Core Competencies

• Time Management & Prioritization
• Problem Solving & Adaptability
• Professional Communication
• Team Collaboration
• Confidentiality & Integrity

Work Environment

• Hybrid- (Office & Home)
• Part Time, Monday–Friday 9AM – 1PM.
• Mileage
• Paid time off

About the Company

Green Leaf Pro was part of the Adkisson Development Group in Houston, TX, with the goal of helping commercial and residential property developers enhance their visual appeal without needing to seek out several different contractors.

Initially specializing in all aspects of commercial landscaping, the company expanded to include exterior tilt wall building painting and interior build-out painting, among other services.

At the end of 2022, Green Leaf Pro began operating as a standalone company, expanding core services further to include fencing, signage, residential make-ready, and general contractor services. Today, our core team has over 45 years of combined experience in commercial facility maintenance, construction, and general contracting, with dedicated specialists to handle every project step.

Pay: $22.00 - $25.00 per hour

Benefits

• Paid time off

Work Location: Hybrid remote in Houston, TX 77042