Job Title: Office Administrator – Commercial Landscaping & Construction
Are you a highly organized and detail oriented office administrator with knowledge of the construction industry in New York State? Do you love working in a supportive behind the scenes role and know how the industry actually works?
Do you enjoy ensuring payroll is correct, bills get paid, money gets collected, and nothing slips through the cracks? Are you comfortable handling administrative HR documentation and supporting a hardworking field team?
At Maple Ridge Organics, we are looking for a reliable and detail oriented Office Administrator to provide essential administrative support that keeps the financial, administrative, and HR functions organized and running smoothly.
This position reports directly to the owner and supports the administrative side of the business so project managers and field teams can stay focused on delivering high‑quality work.
This is an ideal role for someone, who understands numbers and documentation, and enjoys maintaining structure in a fast moving, demanding environment. If you take pride in accuracy, follow through, and ensure things are done correctly, this could be the right fit.
● Reliable & Consistent: You show up prepared and follow through. People know they can depend on you. You become frustrated when important tasks are ignored or completed carelessly.
● Detail Oriented: You naturally notice errors, missing information, and inconsistencies. You care about doing things correctly the first time and maintaining organized records.
● Initiative: You take responsibility for completing tasks thoroughly and proactively address administrative needs while keeping ownership informed.
● Process Minded: You appreciate systems, checklists, and repeatable processes. You like having clear procedures and ensuring they are followed.
● Supportive Team Player: You enjoy helping others succeed by making their work easier. You are comfortable working behind the scenes and take pride in being organized and helping keep things running smoothly.
● Responsive to Feedback: You respond promptly and professionally to feedback and direction from ownership.
Objectives:
1. You will support Financial Administration:
○ Process payroll and maintain accurate payroll records.
○ Process accounts payable including vendor bills and payment tracking.
○ Oversee accounts receivable in LMN, track outstanding invoices, and follow up on unpaid balances.
○ Reconcile transactions and maintain organized financial records.
○ Prepare financial and job cost reports for ownership.
○ Maintain accurate documentation to support clean accounting and decision making.
2. You will support Human Resources and Compliance:
○ Prepare employee onboarding paperwork and maintain employee files.
○ Maintain employment records and required documentation.
○ Assist with compliance related to New York employment rules and requirements.
○ Support hiring administration such as posting job ads and collecting applications.
○ Track required employee documentation including tax forms and insurance related paperwork.
○ Assist ownership with documentation related to employee matters when needed
3. You will support Construction Administration & Office Operations:
○ Maintain organized project files and documentation.
○ Assist with contracts, change orders, and construction related paperwork flow.
○ Ensure documentation flows properly between field staff, project managers, and ownership
○ Maintain company records including insurance certificates, licenses, and registrations.
○ Monitor company vehicles, registrations, and recurring administrative requirements.
○ Handle day to day office administration and ensure routine tasks do not fall behind.
Skills & Qualifications:
○ Understanding of laws for state and federally funded projects
○ Experience in bookkeeping, accounting administration, or construction office administration.
○ Strong understanding of accounting fundamentals and ability to run reports.
○ Experience with QuickBooks or similar systems.
○ Familiarity with Microsoft office suite and construction job costing systems.
○ Knowledge of payroll processing and basic payroll compliance.
○ Understanding of New York employment rules and documentation requirements.
○ Having worked with construction or trades industry office workflow.
○ Strong written and verbal communication skills.
○ Highly organized with excellent time management and attention to detail.
Compensation & Benefits:
● Annual Salary: Salary range $60,000 - $65,000 annually commensurate with experience.
● Medical Coverage: Up to $675.00 of the medical coverage monthly ($8,100.00 annually).
● Vacation: One week of vacation to start, with additional vacation time granted based on experience and tenure with the company.
● Work Environment: This role is a full time, in-person role
Benefits:
● A Respectful, Supportive Environment: At Maple Ridge Organics, we value the contributions of each team member. You’ll be treated as an essential part of our success as you work closely with ownership.
● Meaningful Contribution: This role is ideal for someone who takes pride in supporting a hardworking team. Your work will help ensure the business remains organized, financially accurate, and administratively prepared to support ongoing projects.
Job Type: Full-time
Pay: $60,000.00 - $65,000.00 per year
Benefits:
Application Question(s):
- Preference for candidates with office administration experience in the construction/landscaping industry
Work Location: In person
