Senior Administrative Assistant

About the Company

American Landscape is a family owned and operated landscaping and snow removal business in Menomonee Falls. Over the last 54 years we have grown to be one of the largest and most trusted companies in the Greater Milwaukee area. While we have grown through the years, we have never abandoned our core values, and making sure our team members feel they are seen, appreciated and treated with a high level of respect.

We put pride in being a place where our employees want to spend their entire career.

The Senior Administrative Assistant will provide administrative, payroll, billing, customer service, and service partner coordination support for American Landscape’s Outer Market Snow & Ice Management Division.
This role does not require prior experience in the Snow or Landscaping industry.

This role works closely assisting and supporting the Executive of Strategic Business Development (ESBD). The ESBD oversees a Division specializing in the sales and operations of both Snow and Ice Management sales and Landscape Services for commercial clients in markets outside of American Landscape’s local service area. The division relies heavily on service partners, accurate records, timely communication, and detailed billing and payroll processes.

The primary purpose of this position is to help keep the division organized, accurate, and responsive so the ESBD can remain focused on sales, client relationships, and field operations. This is a highly detail-oriented role that requires strong administrative skills, excellent follow-through, comfort with software and spreadsheets, and the ability to stay organized.

• Enter and maintain accurate service partner time, service records, task logs, and supporting documentation.
• Help ensure service partners are paid correctly and on time by accurately posting time worked and services performed.
• Assist with snow billing by organizing, reviewing, formatting, and submitting billing information according to company and division procedures.
• Maintain accurate client, job, service partner, and service records in company software and spreadsheets.
• Track job proposals, job tickets, job packets, purchase orders, and related documentation.
• Maintain spreadsheets and reports related to divisional performance, seasonal metrics, equipment, materials, and service partner activity.
• Review records for accuracy and follow up to correct missing or incomplete information.

• Provide direct administrative support to the ESBD.
• Organize and maintain electronic and physical files, including contracts, service records, billing documentation, communications, and compliance records.
• Assist with scheduling, calendar coordination, meeting preparation, and follow-up items.
• Attend and communicate information from company meetings as requested.
• Complete additional administrative duties as assigned.

• Communicate regularly with service partner to collect service information, resolve questions, and support daily operations.
• Assist with service partner proposals, contracts, schedules, timekeeping records, billing documentation, and compliance records.
• Help maintain accurate service partner files, including insurance, agreements, rates, contact information, notes, and service history.
• Provide professional and responsive communication to service partner regarding questions, concerns, documentation, and payment-related items.
• Help identify missing, inaccurate, or incomplete service partner information and follow up as needed.

• Provide excellent customer service to commercial clients and service partners.
• Assist with client communication, service documentation, and follow-up as directed.
• Help organize and maintain client records, site information, proposals, service notes, and job documentation.
• Support the division in resolving client concerns by gathering information, documenting issues, and communicating clearly with the appropriate parties.

• Learn the Division’s snow and ice management processes, including…