A commercial landscape office manager runs billing, contract paperwork and the front office for a company that cares for HOA common areas, office parks and shopping centers. They make sure each contract, renewal, spray record and bill is filed, up to date and sent on time.
By the HireBus team · Updated · Pay data: BLS, May 2025
Responsible for managing the daily administrative operations within our commercial landscaping division. Provides leadership in overseeing billing, contract documentation, and overall office efficiency. Ensures smooth communication between vendors, clients, and internal teams. Contributes to the strategic growth and exceptional service delivery of the company.
2. Essential Duties and Responsibilities
Manage and supervise daily administrative tasks including scheduling, billing, and record keeping.
Oversee the accurate processing of invoices, contract documentation, and financial reporting.
Coordinate communication between clients, vendors, and project managers to ensure seamless operations.
Develop and implement office policies, procedures, and administrative systems to improve efficiency.
3. Key Tasks / Daily Activities
Process and verify billing statements and contracts for timely client invoicing.
Respond to client and vendor inquiries while maintaining professional and efficient communication.
Monitor and update internal databases and documentation systems to reflect current project statuses.
Assist the operations team in scheduling and organizing landscape maintenance and installation projects.
4. Key Performance Indicators (KPIs)
Billing Accuracy: Maintain a billing error rate of less than 1%.
Contract Turnaround Time: Achieve contract documentation completion within 24 hours of receipt.
Customer Satisfaction Rating: Attain an internal customer satisfaction score of greater than 4.8 stars.
Administrative Efficiency: Ensure office processes are streamlined to achieve a 15% reduction in administrative processing time year over year.
5. Required Qualifications and Skills
Associate’s or Bachelor’s degree in Business Administration or a related field.
Minimum of 3 years of experience in office management or administrative roles.
Proficiency with office software including Microsoft Office Suite and scheduling systems.
Excellent verbal, written, and interpersonal communication skills.
6. Preferred Experience
Prior experience within the commercial landscaping or home services industry.
Familiarity with billing systems, contract management software, and financial reporting.
Demonstrated ability to work in a fast-paced environment managing multiple priorities.
Experience with process improvement initiatives and implementing administrative best practices.
7. Physical Requirements
Ability to sit for extended periods while using a computer and phone.
Occasional lifting of up to 15 pounds for handling documents and office supplies.
Perform repetitive tasks with attention to detail over long periods.
Comfortable working in a standard office environment with minimal physical strain.
8. Work Environment and Schedule
Standard work hours from Monday through Friday, 8:00 AM to 5:00 PM.
Occasional need to work additional hours during peak periods or special projects.
Minimal travel required within the local area to coordinate with vendors or suppliers.
Office-based role with a collaborative and supportive work environment.
9. Compensation and Benefits
Annual salary range of $45,000 - $55,000 USD based on experience and qualifications.
Eligibility for performance-based bonuses and incentive compensation plans.
Comprehensive benefits including Health, Dental, and Vision insurance plans.
Participation in a 401(k) retirement plan along with other fringe benefits.
10. Company Culture and Overview
We are a growth-oriented company that values strong teamwork, innovation, and continuous improvement.
Our culture emphasizes professional development, open communication, and a commitment to exceptional customer service.
We support a collaborative environment where every team member’s contributions drive our collective success.
We appreciate and celebrate diversity, fostering an inclusive setting where ideas can flourish.
11. How to Apply
If you meet the above criteria and want to be part of a growth-oriented company focused on customer satisfaction, please send your resume to [INSERT EMAIL HERE] or apply online at [INSERT WEBSITE LINK HERE].
Need help filling this role? HireBus posts the ad, Iris interviews every applicant by phone before you do, and you decide who to hire. Start hiring now
What changes for an office manager at a commercial landscaping company
Most office work here follows contracts that renew each year and state rules for spraying and irrigation. The office keeps the paper that proves the work was done right.
Spray records stay on file for two years
In Wisconsin, a business licensed to apply pesticides must keep a legible record of each application for at least 2 years. It must show the record to the state on request. The applicator fills in the record on the day of the work. The office makes sure each one comes in, files it by property, and can pull it fast when a client or an inspector asks. Source: Wisconsin Admin. Code ATCP 29.21: pesticide application records.
The spray business license ends each December
Wisconsin's license for a pesticide application business expires on December 31 each year. It can't be passed to another person. Put the renewal on the office calendar in the fall, next to each applicator's own license dates, so spring spraying doesn't wait on paperwork. Rules vary by state. Source: Wisconsin Admin. Code ATCP 29.20: pesticide application business license.
Backflow tests run on a yearly clock
Many commercial irrigation systems sit behind a testable backflow assembly. Wisconsin's plumbing code says the assemblies it lists must pass a performance test when installed, right after repairs and at least once a year, done by a tester the state registers. It also says which results go to the state and the water utility, within 60 days. When a contract puts testing on your company, keep each site's test date on the office calendar and file every report. Source: Wisconsin Admin. Code SPS 382.22: backflow assembly testing.
Bid packets come due in the off-season
Property management firms often rebid mowing and snow contracts for the next year. The office gathers the bid forms, insurance papers, W-9, references and site maps. It tracks every due date and site walk. A late or missing packet can cost a site the company has held for years.
How much commercial landscape office managers make
The closest BLS group for commercial landscape office managers is First-Line supervisors of office and administrative support workers. First-Line supervisors of office and administrative support workers who work for landscaping companies earned a median of $31.40 an hour ($65,310 a year) in May 2025, according to the Bureau of Labor Statistics. That’s below the $69,500 median for First-Line supervisors of office and administrative support workers in all industries. About 3,800 of the 1,436,680 First-Line supervisors of office and administrative support workers in that survey work for landscaping companies.
Usually paid a salary, with a bonus. The template's range sits near the bottom of the BLS figures for office supervisors at landscaping companies. Check it against your local market before you post.
Landscaping companies
$65,310$65,310 median Middle half $54,890–$79,880 10th–90th $44,510–$101,020
All industries
$69,500$69,500 median Middle half $55,950–$85,090 10th–90th $45,610–$104,710
$25k$50k$75k$100k$125k
10th–90th percentileMiddle halfMedianAnnual pay, May 2025. Source: BLS Occupational Employment and Wage Statistics.
Annual pay by percentile
Group
10th
25th
Median
75th
90th
Landscaping companies
$44,510
$54,890
$65,310
$79,880
$101,020
All industries
$45,610
$55,950
$69,500
$85,090
$104,710
BLS reports residential and commercial landscaping companies together. Post a real range for your market in the ad.
The pay line in the template above is an example from our Role Blueprint. Set yours from these figures and what local companies pay.
Skills to hire for, and what you can teach
Hire for these
Billing accuracy across dozens of contracts with different terms
A firm, friendly way with property managers and vendors
Experience leading a small office team
A tight calendar for renewals, licenses and bid dates
Strong Excel and accounting software skills
Teach these on the job
Your contract types and what each one includes
Your state's pesticide record and license rules
Client portals and invoice rules for each property firm
Your field software and how jobs flow to billing
Who signs off on extra work and bids
Plan on a field system that holds contracts and billing, plus accounting software and e-signature for contracts and change orders. Spray records and certificates live on a shared drive. Name the systems in the ad, and whether the role builds them or only runs them.
Two of the 6 questions we'd ask, and what a strong answer sounds like. Ask every candidate the same questions, and rate each answer on your own before you compare notes.
Situational · Insurance certificate rejections
A client's payables team rejects invoices because our insurance certificate doesn't list them as additional insured. What do you do?
A strong answer: Asks the insurance broker for a corrected certificate, resubmits and adds the requirement to the client's file.
Behavioral · Getting policies followed
Tell me about an office rule you created, such as approval before billing enhancements, and how you got people to follow it.
A strong answer: Explains why it was needed, how they made it easy, how they checked compliance and what errors dropped.
Base your targets on a year of invoices and contract logs rather than the template's examples, and revisit them after renewal season.
Billing Accuracy
Count invoices credited, voided or reissued because of an office error, against all invoices sent that month. Track errors by client so repeat problems show up.
Contract Turnaround Time
Time-stamp each signed contract or change order when it arrives, and again when it is entered, filed and sent to operations. Report the slowest ones, not just the average.
Customer Satisfaction Rating
Survey the people the office serves, such as account managers, field managers and crew leaders, a few times a year on response time and accuracy, with room for notes on what to fix.
Administrative Efficiency
Choose a few tasks the office repeats, such as entering a new contract or closing a month of billing, and time them now. Time the same tasks again a year later.
Career path
Billing coordinatorBuilds monthly contract invoices and keeps client files current.
Office managerRuns billing, contract files, the office staff and the compliance calendar.
Director of administrationRuns the office side across several branches, including HR and finance support.
General managerLeads a branch or the full company day to day.
A property switches management companies. What should the office do?
Ask the new manager whether the current contract carries over or needs to be signed again. Then update the billing contact and address, set up their invoice portal if they use one, send a fresh W-9 and an insurance certificate naming them, and introduce the account manager. Put a note in the site file so nobody bills the old firm by mistake.
How much does a commercial landscape office manager make?
First-Line supervisors of office and administrative support workers who work for landscaping companies earned a median of $31.40 an hour ($65,310 a year) in May 2025, according to the Bureau of Labor Statistics. The middle half earned between $54,890 and $79,880 a year. Pay also depends on your local market, experience and overtime.
What belongs in a site file at a commercial landscaping company?
The signed contract and scope, any change orders, a site map with irrigation zones and shutoffs, gate codes and access rules, the snow plan with its trigger and priority areas, spray records, and contacts for the manager and the board or owner. Crews and CSRs should be able to answer most questions from that file without calling the office.
Who does a commercial landscape office manager supervise?
Usually the customer service reps, the billing and receivables staff, and the front desk. Dispatch often reports to operations instead, since it runs the crews' day. Put the reporting lines in the ad. People from other fields may expect to run scheduling too.
The office manager template lists sitting, light lifting and repetitive work. What does that mean for the ad?
Name the work: long sessions at a computer and phone, careful repeated entry such as billing and filing, and carrying files or office boxes kept under the template's limit. Nothing else in the job is physical. Tell candidates you'll discuss changes that help them do the tasks.
