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.