Administrative Assistant

We are seeking a highly organized and motivated Administrative Assistant to join our growing design-build landscape firm. The ideal candidate will provide comprehensive administrative support to the office while also assisting with production-related administrative duties that help keep projects moving smoothly from design through installation. This role requires strong organizational skills attention to detail and the ability to communicate effectively with staff clients and vendors. A background in construction landscape design or a related field is preferred but not required

Who we are:

McHale Landscape Design is a residential landscape architecture company and design-build firm dedicated to designing and constructing extraordinary residential gardens pools outdoor living areas and home additions. Since 1981 the firm has designed constructed and planted residential projects throughout D.C. Maryland and Virginia including more than 400 award-winning landscapes.

What an Administrative Assistant does:

Administrative Production Support:

• Assist project managers and production staff as needed
• Assist in generating estimates proposals contracts and invoicing
• Track and update project pipeline status timelines and deadlines
• Prepare job packets and project documentation for Team
• Support the coordination of client vendor and lead documentation with the corporate office
• Maintain databases for materials suppliers and subcontractors
• Schedule track and maintain utility location tickets (Miss Utility/811)
• Assist with the facilitation of permits

General Administrative Duties:

• Answer and direct phone calls emails and client inquiries in a professional manner
• Act as the primary point of contact for leads gathering key information and directing them to the appropriate sales team member
• Maintain company calendars schedule meetings and coordinate appointments
• Prepare and organize documents reports and presentations
• Manage filing systems (electronic and paper) to ensure records are accurate and up to date
• Track and order office supplies

You will be a great fit if you have:

• Associates degree or higher from a college or university; or equivalent combination of education and related experience.
• 2 years experience working in a professional business environment supporting administrative assistant duties
• Experience working in a professional service environment a plus.
• Ability to work in-office Monday Friday 8:00 am to 4:30 pm
• Proven experience as an administrative assistant or in a related administrative role
• Excellent organizational and multitasking skills with strong attention to detail
• Proficiency in Microsoft Office Suite (Word Excel Outlook) and willingness to learn and adapt to new technologies
• Strong written and verbal communication skills
• Ability to work independently and as part of a team in a fast-paced environment

What we offer:

• Competitive Pay
• Discretionary Bonuses
• Comprehensive benefits: medical dental and vision insurance along with life short-term and long-term disability insurance is available for all full-time employees
• Paid time off and holidays