landscape sales administrator

Company Overview:
 
Marders has been a trusted name in the Hamptons landscaping industry for over 49 years. Our team of skilled professionals is dedicated to delivering exceptional landscaping services, from design and installation to maintenance and horticultural care. We take pride in our attention to detail, creativity, and commitment to customer satisfaction.  Marders specializes in organic plant care solutions, utilizing innovative techniques and sustainable practices to promote the vitality and longevity of landscapes.  We are seeking a talented and detail-oriented Landscape Sales Project Administrator to join our Landscape/Production team and contribute to our success. This is an excellent opportunity for individuals looking to grow their careers within a thriving organization.  
 
Role Summary:
 
The Landscape Sales Administrator plays a critical role in supporting the Landscape/Production Sales Team by ensuring smooth and efficient operations throughout the project lifecycle. This role is responsible for managing the administrative functions process within the landscape/production services division, ensuring that all stages from estimating to final payment are handled efficiently and accurately, preparing estimates, managing billing and job costing, tracking project progress, and maintaining timely communication between the Sales Executives, Project Managers, and Owners. The ideal candidate will be highly organized, detail-oriented, and capable of multitasking in a fast-paced environment. The Landscape Sales Administrator will ensure that all project documentation is prepared, accurate, and up to date, while also overseeing invoicing and payment processes.  
 
Key Essential Functions/Responsibilities Include:
 
Estimate Preparation:

• Prepare and assist with the preparation of accurate estimates for landscape projects in collaboration with the Landscape/Production Sales Team.
 
Job Costing & Billing:

• Track and monitor job costs to ensure that projects stay within budget.

• Manage the invoicing process, ensuring that all charges are correctly applied and invoices are 
sent out on time.

• Track costs on projects to report accurate/timely profitability to PME and Account Manager.
 
Project Tracking:

• Regularly update and maintain detailed records of project costs, progress, and milestones for the Lead Sales Executive.

• Keep the client updated on all time and materials by sending the "additional work authorization."
Form for their signature and follow all processes and procedures.

• Produce daily conference reports to provide updates on ongoing projects.
 
Work Orders & Purchase Orders:

• Complete and manage work orders for all projects, ensuring that they are processed in a timely manner before inventory leaves the site.

• Oversee the Purchase Order process to ensure accurate and efficient ordering of materials and supplies.
 
Receivables & Financial Tracking:

• Maintain accurate and up-to-date accounts receivable records on a weekly basis.

• Produce invoices on completed projects timely manner, following all processes and procedures.

• Ensure that receivables are current and follow up on overdue payments as necessary.
 
Project Communication:

• Act as the primary point of communication between the Sales Executives, Owners, and Project Managers to ensure all parties are aligned and informed.

• Ensure all stakeholders are updated on project timelines, issues, and progress.
 
Plant Material Management:

• Assist in tagging and organizing plant materials at the farm to ensure accurate inventory and preparation for projects.
 
Contract Assistance:

• Assist the Landscape Project Manager with the preparation and finalization of contracts, ensuring all project terms are accurately reflected.
 
Sales Support:

• Identify and support potential sales opportunities by staying informed of project developments and customer needs.
 
General Administrative Support:

• Assist with the preparation of reports related to project status, estimates, invoicing, and payments, providing valuable insights and updates to senior management.

• Perform general administrative duties as required, such as organizing project documentation, filing, and scheduling meetings.
 
Experience:

• At least 5 - 7 years of administrative experience, preferably in a sales or customer service role within the landscape, construction, or similar industries.

• Experience managing documentation, proposals, and contracts from initial inquiry to project completion.

• Background in supporting sales teams, assisting with estimating, tracking project progress, and managing client relationships.

• Experience handling customer inquiries, project quotes, and communication between sales, operations, and clients.

• Experience in invoicing, payment tracking, and billing processes.

• Knowledge of basic accounting procedures, such as tracking outstanding payments, generating invoices, and working with financial software.

• Experience in coordinating multiple projects simultaneously, ensuring that deadlines are met and tasks are completed on time.

• Familiarity with Customer Relationship Management (CRM) systems, project management software, or other industry-specific tools used to track sales and projects.

• Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and/or other business software.

• Strong experience in managing customer inquiries, resolving issues, and providing updates. Experience working with clients to ensure satisfaction throughout the sales and project processes.
 
Qualifications:

• Associate's degree in Accounting, Mathematics, or a related field.

• Additional certifications in account costing and project management can be an asset.

• Proficiency in Microsoft Office Suite (Excel, Word, Outlook).

• Familiarity with CRM software or project management tools (e.g., Salesforce, Acumatica, BlueBeam).

• A basic understanding of landscape services, design, and maintenance practices is beneficial.

• Knowledge of landscape pricing, contracts, and estimating processes is a plus.

• Ability to manage multiple tasks, projects, and deadlines while maintaining attention to detail.

• Strong organizational skills to manage paperwork, contracts, and client files efficiently.

• Excellent verbal and written communication skills to interact effectively with clients, vendors, and internal teams.

• Ability to clearly explain project details, invoicing, and service terms to clients and team members.

• Strong problem-solving skills, especially in managing project challenges and resolving client issues.

• Attention to detail when reviewing contracts, invoices, and other important documents.
 
Benefits:
 
Competitive salary based on experience and qualifications.  Salary range:  $70,000 - $90,000/year
Full-time position - office-based.
Comprehensive benefits package, including health, dental, and vision insurance, 401(k) savings plan, paid time off, and company holidays.
Opportunities for professional development and career advancement.
 
How to Apply:
 
We look forward to reviewing your resume and cover letter  Join us at Marders and be part of our team that is passionate about bringing beauty to the world through innovative design and meticulous care  Apply to:      M/F/D/V    EOE
 
If you require alternative methods of application or screening, you must approach the employer directly to request this.