Full-Time | St. Louis, Missouri
About Landscape St. Louis
Landscape St. Louis is a premier design-build firm serving the Greater St. Louis area. We create and maintain timeless, high-end outdoor spaces that balance craftsmanship, creativity, and precision. Our team works collaboratively to deliver trusted, thoughtful, and tailored results for our clients while fostering a culture of excellence and respect.
We are growing quickly and looking for a strong administrative professional to bring organization, accuracy, and follow-through to our day-to-day operations.
Position Overview
The Operations Administrator is the central hub for office administration, accounting support, and system management. This person ensures our office runs smoothly, our financial data stays accurate, and our internal systems — especially Aspire — are fully optimized.
You’ll work directly with company leadership and field teams to support purchasing, bookkeeping, invoicing, and data management, helping the business stay organized and efficient as we grow.
Key Responsibilities
Office & Administrative Management
- Maintain office supply inventory and reorder as needed.
- Answer and route incoming phone calls and client inquiries.
- Receive new client leads and assign them to the appropriate team members.
- Organize & optimize digital files and maintain clean, well-structured systems across Microsoft 365 and Aspire.
- Support leadership with scheduling, reporting, and administrative tasks.
Financial & Accounting Support
- Manage accounts payable: enter and schedule vendor payments, verify purchase receipts.
- Manage accounts receivable: create and send invoices, monitor payment status, and follow up as needed.
- Categorize transactions accurately within the chart of accounts in QuickBooks Online.
- Assist with month-end close reporting in Aspire and coordinate with the bookkeeper.
- Track and reconcile expenses, petty cash, and vendor invoices.
Aspire System Management
- Serve as the company’s Aspire champion — the go-to expert for data accuracy, reporting, and process improvement.
- Enter and maintain items, services, and pricing structures in Aspire.
- Manage purchase orders, material receipts, and vendor documentation.
- Support job costing accuracy and prepare EOM reports.
- Help develop and document Aspire workflows and SOPs.
Purchasing & Material Coordination
- Order materials and supplies for field projects.
- Track delivery and reconcile material costs to correct jobs in Aspire.
- Upload and categorize purchase receipts daily.
What We’re Looking For
- 3–5 years of administrative, bookkeeping, or operations experience (preferably in construction, landscaping, or similar industries).
- Experience with QuickBooks Online and/or Aspire Landscape Software preferred.
- Proficiency in Microsoft Office 365 & virtual meeting platforms.
- Strong organization, attention to detail, and time-management skills.
- Proactive communicator who enjoys improving systems and supporting others.
- Comfortable balancing multiple priorities in a small-team environment.
Compensation & Benefits
- 100% Paid Employee Medical Insurance after 6 months
- Performance-based bonuses
- Paid time off and holidays
- 401K with company contribution
- Growth and training opportunities
- Supportive team culture with a focus on professional development
