Administrative Assistant | Project Support | Landscaping Industry

About the Company

We are a landscape design and build company based in Billings, Montana. As our business continues to grow, we are looking for a reliable and detail-oriented Virtual Assistant to support our day-to-day administrative operations and help keep our projects organised and running smoothly.

Position Overview

We are seeking a proactive Administrative Assistant to provide backend operational support across project administration, bookkeeping assistance, client follow-ups, and data management. This role will work closely with the business owner, helping to reduce administrative workload and improve overall efficiency.

Key Responsibilities

Administrative Support

Enter and organise receipts, invoices, and project-related documentation

Maintain accurate records across company systems and software

Support general administrative and data entry tasks

Ensure project information is updated and organised

Financial and Bookkeeping Support

Assist with data entry and record management within QuickBooks

Track invoices and support accounts administration

Maintain accurate financial records and documentation

Client Communication

Follow up with clients regarding outstanding invoices

Check in on estimates and proposals that have been sent

Provide professional and timely communication via email and phone

Maintain strong customer service standards

Project and Estimating Support

Assist with project administration and job tracking

Support estimate preparation and documentation

Proofread estimates and project-related documents for accuracy

Potential to take on additional estimating responsibilities as skills and knowledge develop

Software Experience Preferred

Experience with the following platforms would be highly desirable:

QuickBooks

LMN (Landscape Management Network)

CompanyCam

Google Workspace

Microsoft Outlook

Ideal Candidate

The successful candidate will be:

Highly organised and detail-oriented

Honest, transparent, and accountable in their work

Comfortable communicating proactively when challenges arise

Able to work independently and manage multiple priorities

Strong in administrative and data entry tasks

Professional when communicating with clients

Quick to learn new systems and processes

Nice to Have

Previous experience supporting a landscaping, construction, design-build, or trade-based business

Experience assisting with estimates, quotations, or project coordination

Familiarity with CRM, project management, or job-costing systems

Success in This Role

This person will help create efficiencies within the business by taking ownership of administrative tasks, maintaining accurate records, supporting client communication, and allowing the owner to focus on design, estimating, project management, and business growth.