Administrative Assistant

Who We Are:

Topiarius is landscape design, build and maintenance company whose mission it is to be Chicago’s #1 luxury brand for outdoor sanctuaries. Since 2003, Topiarius has aspired to redesign the Chicago urban landscape one rooftop and yard at a time. Where there is concrete, we want nature. Where there is empty space, we want stunning restorative beauty. Our work is based on the fundamental believe that nature is an essential sanctuary for humans. You can learn more about Topiarius at topiarius.com.

The Role:

We are looking for an Administrative Assistant who supports the Sales Team with their portfolio of Fine Gardening/Seasonal Rotation legacy accounts. Responsibilities include revising seasonal rotation and/or maintenance contracts and work orders, as well as creating proposals for new clients/projects while maintaining the specified gross margin. This position reports to the Executive Vice President of Sales and Design.

What You Will Do:

CONTRACTS & WORK ORDERS

• Create, update, and revise contracts and work orders that calculate the accurate costs of materials, labor, and equipment for maintenance services, seasonal rotations, and enhancements.
• Verify that all estimates/contracts meet the specific gross margin.
• Ensure that all documented content has correct spelling and precise formatting and composition.
• Receive work feedback from EVP, Account Managers, Client Concierge, and as needed from other staff.
• Save all documentation per Topiarius standards.
• As directed provide design input.
• Use HubSpot to manage all accounts, communications, and sales on a daily basis.
• Monitor/update data in HubSpot for accuracy.
• Implement system with EVP to manage and monitor workflow task optimization and prioritization.

RELATIONSHIPS

• Work with EVP for direction, guidance, and input.
• Communicate regularly and efficiently with EVP through in-person meetings, phone calls, email, and (when appropriate) texts.
• Follow up with clients as directed by EVP.
• Provide exceptional support to design and sales staff.
• Attend and participate in regularly scheduled meetings.
• Maintain a professional, helpful, and optimistic attitude when working with all Topiarius staff and clients.

Who You Are:

• You identify with our culture. Topiarius employees are expected to perform with honesty, integrity, and optimism. We enjoy our work and find it very satisfying and have a strong work ethic. We enjoy each other’s company and choose to work as a team and not as lone wolves. We take the details seriously; they are what allows us to stand apart from our competition. And follow through is in the fabric of all we do.

• You aim for operational excellence. You are someone that doesn’t just show up to “phone†in the day. You are mature and professional. You arrive with a smile. Your lists are clear, organized, and prioritized. You keep paperwork filed and easy to find. You remember details so more times than not you can answer questions without having to double-check. Deadlines are what makes your day turn and you excitedly meet them. You exude pride in all that you do but are humble enough to know when you need to ask for help.

• You are curious and problem solve. We are a growing company and how a process worked last year may not be the same this year so figuring out how to optimize the change is exciting and invigorating to you. Yet, at the same time the routine and repetitive nature of creating estimates and construction drawings does not bore you; it is why you like this position.

• You enjoy working with a team. You understand that as an Administrative Assistant to Sales you oversee your assigned responsibilities. You also understand that you need to provide support to you colleagues with the information they need.

 Required Background:

• Experience with generating estimates.
• High school diploma.
• Proficient in Microsoft programs.
• Solid communication, verbally and written.
• Able to work well in an open office setting (i.e., cubicles).
• Demonstrates exceptional judgment, decision-making, and prioritization skills.

 Desirable Background:

• Experience with LMN Estimating Program (Landscape Management Network).
• Experience with HubSpot.
• Knowledge about landscaping: seasonal annuals and maintenance.
• Higher education degree or equivalent.

 Expected Activity and Movement:

• Regularly sits at desk and work with computer.
• Intermittently moves about to work.

What We Provide:

Hours and Compensation:

Monday - Friday; business hours, full-time 40 hours, in-person.

$20.00 - $24.00 per hour.

Benefits:

8 Paid Holidays. Paid Time Off (up to 10 days in first year) and Paid Sick time (up to 40 hours each year). Medical and dental insurance plans (PPO/HSA and HMO options). Dental Insurance. Retirement plan available after 1 year of employment & minimum 1000 hours of worked. Complimentary Life Insurance and Long-Term Disability plans.

Other Details:

Topiarius is a non-union shop. Our final candidates may be required to undergo a background check. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, or other status protected by applicable law. And nothing in this job description restricts the supervisor’s right to assign or reassign duties and responsibilities to this job at any time.

To Apply:

First, we highly suggest you visit Topiarius’ website (www.topiarius.com) to become familiar with our company.

Secondly, if you are interested, please apply. We will contact you if we are interested. So please no phone calls.