Are you a highly organized and proactive professional who thrives in fast-paced environments? Allied Landscape is seeking an Office Administrator to keep our office running smoothly. This role requires a detail-oriented individual who excels at creating structure, maintaining processes, and anticipating needs before they arise. The ideal candidate is committed to excellence, able to manage multiple priorities simultaneously, and works with a strong sense of urgency while delivering exceptional results.As the backbone of our office operations, you will manage calendars, meetings, correspondence, and office systems to ensure efficiency and productivity. You will be a trusted partner to the team, taking initiative to solve problems and streamline processes. Your ability to remain focused, prioritize tasks, and pay attention to the smallest details will ensure the smooth flow of operations, even in a fast-moving environment. A proactive mindset and quick execution will set you apart as a vital asset to the Allied Landscape team.If you are someone who thrives in structure, loves to stay ahead of the game, and finds satisfaction in keeping everything organized, we want to hear from you. At Allied Landscape, we value individuals who take ownership, move with purpose, and bring both energy and precision to their work. We foster a “let’s make it happen” attitude, have a positive and exciting culture, and encourage an “outside the box” and problem-solving mentality over the status quo corporate mindset. We value a workplace where people encourage each other, educate each other, continuously improve, drive results, and lend a hand or wear a different hat when necessary. We are proactive, professional, and accountable.Position Summary/PurposeTo ensure the smooth and efficient operation of the office, providing administrative support across departments while maintaining a professional, positive demeanor.Position OverviewHighlights: Great People, Great Performance, Great PartnershipsSchedule: Full Time M-F 8 hour shiftCompensation: $35.00 per hour / non-exemptBenefits: Group Medical, Dental, Vision insurance, 401K plan, Paid Vacation, Holidays, and Sick TimeLocation/Job Environment: In-Person (Livermore, CA)Key ResponsibilitiesEnsure professionalism and adherence to our core values and SOPs in day-to-day office operations.Oversee daily organization, upkeep, and startup/close down procedures of common areas, including the kitchen, supply room, bathrooms, and conference rooms.Serve visitors by greeting and directing them warmly and professionally.Receive, sort, scan, and disseminate incoming and outgoing mail/deliveries.Assist with new hire orientation/onboarding and employee separation/offboarding processes.Upkeep various business license and certification renewals.Manage corporate calendars, coordinate travel/accommodations, and handle inquiries from stakeholders.Assist with special projects, occasional errands, research, and data compilation, providing comprehensive support to the corporate team and Branch Managers.Route phone calls and voicemail messages to appropriate recipients.Manage a portion of asset inventory including keys, phones, computers, petty cash, credit cards, gas cards, and gift cards.Setup and troubleshoot computers, mobile phones, and tablets (hardware and software).Maintain the confidentiality of proprietary information and sensitive company data with filing systems, databases, communications, and records, primarily in the digital environment.Organize meetings and appointments, preparing agendas and materials.Draft, edit, and distribute professional correspondence, memos, and reports.Manage inventory, place orders, and oversee maintenance of office supplies and other consumables.Plan and execute company events such as luncheons, holiday parties, and team-building activities.Coordinate with janitorial services, building maintenance, and third-party vendors for office upkeep and security.Prepare purchase orders, manage expense reports, and handle bank deposits.Qualifications | SkillsREQUIRED: fluent in Spanish and English, with strong written and oral communication skills.Tenacious and comfortable following established processes.Ability to apply common sense understanding to carry out instructions furnished in written, oral, or video formStrong computer skills and ability to work with a variety of programs: Google Workspace/Suite (Docs, Sheets, Slides) and other web-based applications.Extremely tech-savvy with the ability to troubleshoot hardware and software issues.Detail oriented with the ability to organize, prioritize, coordinate, multi-task, follow through and complete work accurately while meeting deadlines.Productive with efficient use of workday and management of workload.Be able to complete tasks with limited supervision and comfortable interfacing with team members both in-person and remote.Be self-directed, dependable, and take initiative.Responsible and professional with a strong work ethic, integrity (personal, profession, and process), reliability and confidentiality.Be a continuous learner, demonstrating the desire and ability to gain knowledge, open to coaching and continuous improvement, and collaborationHigh level of discretion and professionalism in handling sensitive information.Experience in event planning and project coordination.Familiarity with office equipment and facilities management.Note: The statements herein are intended to describe the general nature and level of work being performed, but are not to be seen as a complete list of responsibilities, duties, and skills required. Allied Landscape is an At-Will Employer.About the companyAllied Landscape has been in business for nearly 20 years. We are one of the largest, full-service commercial landscape companies in the Bay Area, and we’re GROWING! Located in Livermore, our corporate office supports over 150 employees that go out every day to manage local industrial, commercial, retail, and HOA landscape assets and liabilities. Ownership is local, hands-on, and connected to every aspect of the work we do. Our team is committed to delivering professional planning, proactive management and next-level communication, with results that save our clients’ money, improve property value, and reduce liabilities without having to micromanage the process.We are passionate about our culture, and live our core values every day. We hire, manage, and review our employees based on the following:CAREWe believe Great Partnerships come from showing our people, our clients and our community how much we CARE, and nurturing meaningful relationships every day.Celebrating coworkers.Being humble, polite, and respectful, remaining confident and in control even in conflict.Empathizing and reacting to situations and requests timely.Being proactive and getting things done right the first time.Acting with integrity and doing right by others.Making a professional impression by keeping self, company property, and workspace professional, clean, and organized.WORKWe work safe, we work smart and we work hard every day to provide exceptional results for our clients. We’re a team that believes in grit, pushing through challenging days, and doing whatever it takes to get the job done right. We are great believers in Allied luck, and we find the harder we work the more we have of it.Working with purpose, professionalism and respectWorking as a team by staying humble and appreciative.Working hard to keep up, and communicating statuses including when you may fall behind.Staying positive and helpful when things are hard.LEADWe believe that the critical step towards great results is to lead with smart planning. assessing the situation and spotting both challenges and opportunities. When we take the time to plan, we assess both challenges and opportunities, and are able to focus on the details that can make the biggest difference.Managing time carefully and concentrating on what matters most.Using checklists and processes to stay on track.Watching for issues to catch and opportunities to seize.Developing and articulating clear and comprehensive plans that add value.Planning with mutually beneficial outcomes in mind.GROWWe believe Great People are grown through a commitment to continuous improvement and a desire to be the best. At Allied, everyone is expected to grow their skills, develop their leadership abilities and contribute to our collective progress.Having a teachable and coachable attitude.Learning from mistakes, remaining open and positive when receiving direction or constructive feedback.Embracing change with optimism.Taking ownership of personal development and career path, understanding the impact of job functions on others/the companyEnsuring our team achieves the American Dream through a commitment to growth. Apply now in 2 minutes! Powered by
