A landscaping office manager keeps billing, crew schedules, customer calls and job paperwork moving while the crews are out. They run the front office team, make sure each bill matches the visits crews made, and get locate requests, permits and any required treatment contracts done before work starts.
By the HireBus team · Updated · Pay data: BLS, May 2025
[Director of Admin & Operations or General Manager]
Location:
[INSERT LOCATION HERE]
1. Position Summary
The Office Manager for our Landscaping division plays a critical role in managing and streamlining administrative operations including billing, scheduling, and daily coordination, ensuring that our landscaping projects run smoothly and efficiently. This position acts as the backbone of the office, supporting both the administrative team and field operations to enhance customer satisfaction and operational excellence.
2. Essential Duties and Responsibilities
Manage all administrative duties including billing, scheduling, and documentation for landscaping projects.
Oversee daily office operations and coordinate with field teams to ensure timely project execution.
Maintain accurate records and communication channels between the office, clients, and landscaping crews.
Collaborate with managers and staff to develop streamlined processes that improve office efficiency.
3. Key Tasks / Daily Activities
Monitor and respond to billing inquiries and ensure invoices are processed efficiently.
Coordinate daily schedules and logistical support for landscaping crews and service visits.
Engage with customers to address inquiries, confirm service details, and resolve administrative issues.
Update and maintain project tracking systems to ensure timely communication of office tasks and changes.
4. Key Performance Indicators (KPIs)
Billing Accuracy Rate: 99% accurate invoice processing per month.
Customer Satisfaction Rating: Achieve a minimum of 4.8 stars per review.
Administrative Response Time: Less than 24 hours to resolve internal and external queries.
5. Required Qualifications and Skills
Bachelor’s degree in Business Administration, Management, or a related field.
Minimum of 3 years of experience in office management, preferably within the home services industry.
Proficient in MS Office Suite and experience with billing and scheduling software.
Excellent communication, organizational, and multitasking skills.
6. Preferred Experience
Experience managing administrative operations in the landscaping or home services industry.
Prior exposure to coordinating field service teams and managing customer relations.
Familiarity with industry-specific scheduling and billing systems.
Demonstrated ability to improve operational processes in a dynamic work environment.
7. Physical Requirements
Ability to lift up to 25 pounds as needed for moving files and equipment.
Occasional requirement to work in a multitasking office setting with extended periods of computer use.
8. Work Environment and Schedule
Standard office environment with a focus on managing remote field teams.
Typical work hours: Monday through Friday, 8:00 AM to 5:00 PM.
Occasional overtime required during peak project periods.
Limited travel required to branch locations or team meetings, if necessary.
9. Compensation and Benefits
Competitive salary range: $45,000 - $55,000 per year, based on experience.
Eligibility for performance-based bonuses, tied to operational efficiency and customer satisfaction goals.
Comprehensive benefits including Health, Dental, and Vision insurance.
Participation in a 401(k) plan with company match and additional fringe benefits.
10. Company Culture and Overview
At [INSERT COMPANY NAME HERE], our culture is built on collaboration, innovation, and a commitment to exceptional service. We foster an environment where every team member can grow, contribute, and thrive while delivering high-quality landscaping solutions to our community. Our approach emphasizes personal development and the collective success of our team members and clients alike.
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 makes a landscaping office manager job different
In landscaping, the same yards get billed week after week, and some jobs need a phone call, a permit or a signed form before anyone digs, sprays or cuts.
Skipped visits change the bill
A route that visits the same yard every week gives the bill plenty of chances to go wrong. On per-visit billing, a rained-out mow means no charge. On flat monthly plans, the office tracks missed visits so customers get whatever credit or make-up visit your agreement promises. Before invoices go out, the office manager compares them with the visit log.
Locate requests follow the install calendar
Most installs mean digging, so the office files an 811 locate request as each start date nears, and state law sets the timing. In Texas, digging 16 inches or deeper with powered equipment counts. Notice goes in no earlier than 14 days and at least 48 hours before digging starts, not counting weekends and holidays. When rain pushes an install back, the office checks the request still fits that window. Source: Texas Utilities Code 251.151: Notice before excavating (Texas Public Law).
Lawn treatments can need a contract first
In New York, a company must sign a written contract with the property owner before any commercial lawn application. It lists the approximate dates, the number of applications and the total cost, and a copy stays on file. The owner also gets the product list and label warnings first. The office keeps the contract form current and files every signed copy. Source: New York DEC: Pesticide commercial lawn care contracts.
Big trees can need a city permit
Tree work can need the city's sign-off. Inside Austin, Texas, a tree 19 inches or more across, measured four and a half feet up, is protected, and removing or harming one takes a permit, home lots included. When the arborist quotes a removal, the office looks up local tree rules, files the application, and holds the job on the schedule until the permit comes through. Source: City of Austin: Tree reviews and permitting.
Residential vs. commercial landscaping office work
Both offices bill, schedule and keep records. The size of the accounts and the paperwork behind them change.
Topic
Residential
Commercial
Accounts
Many homeowners with small, repeating bills
Fewer property accounts with larger contracts
How bills get paid
Card on file or autopay, per visit or flat monthly
Monthly invoices paid on terms, often through vendor portals
Paperwork before work starts
A signed service agreement and any lawn treatment contract your state requires
Insurance certificates, W-9s and vendor forms for each property
Customer contact
Texts and calls about skipped visits, gate codes and pets
Work orders and site reports for property managers
Busiest stretch
Spring sign-ups and renewals
Contract renewals and bid deadlines
How much landscaping office managers make
The closest BLS group for landscaping 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.
Salaried in this template, and its bonus covers efficiency and customer satisfaction. Base the bonus on results the office controls, such as billing errors and reply times.
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
Keeping a long list of small recurring accounts billed and paid
Collecting past-due balances without losing the customer
Leading CSRs and office staff through the spring rush
Keeping customers calm and informed when a visit slips
One calendar for permits, locate tickets and renewals, kept current
Teach these on the job
The scheduling and billing screens in your landscaping software
Your agreement terms, visit credits and cancellation rules
How to file 811 tickets and city tree permits
The words crews use for plants, turf and sprinkler parts
Your state's lawn treatment paperwork, if you apply products
Expect to schedule and bill in Jobber, Aspire, Service Autopilot or another landscaping system, text customers about route changes, and file 811 tickets online. Bookkeeping usually sits in QuickBooks, so knowing how invoices sync there helps.
Landscaping office manager interview questions
They have their own page: 6 questions that test this job, what strong and weak answers sound like, and a work exercise to run with your finalists.
Last season's billing and schedule records are the place to start. Expect spring numbers to lag until renewals, new crews and the first few rain delays settle out.
Billing Accuracy Rate
Before each billing run, compare a sample of invoices with the visit log and the agreement price. Track how many customers call to dispute a bill, and why.
Daily Coordination Efficiency
Scheduled visits done on their planned day, or on the new date the customer was told, from your scheduling software. Count weather moves separately from plain misses.
Customer Satisfaction Rating
Average the stars from Google reviews and your own post-visit surveys every month. Send review and survey requests to everyone you serve, with no reward attached, and sort complaints into billing, schedule and quality piles.
Administrative Response Time
Hours from a customer or crew question to its answer, whatever channel it came in on. Your phone log and shared inbox hold the time stamps; check them weekly.
On a normal day they send invoices after route visits, chase late payments, answer renewal questions and move visits when it rains. They train and schedule the CSRs. Behind all of that sits the job paperwork: locate tickets, tree permits and signed lawn treatment contracts, each one done before its work date.
How much does a landscaping 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.
Can one person be the dispatcher and the office manager?
At a small company, yes. As crews multiply, the jobs tend to split. The dispatcher builds routes and assigns crews each morning, then adjusts as the day goes. Billing, renewals, office staff and job paperwork belong to the office manager. On rain days the two work together: the dispatcher moves crews, and the office tells customers and fixes the bills.
What belongs in a landscaping maintenance agreement?
What a visit includes, how often crews come, and when the season starts and ends. Add how you bill, what happens when rain or drought skips a visit, how much notice either side gives to cancel, and when prices can change. If you apply lawn treatments, check your state's paperwork rules. Have a lawyer review the template once, then use it for everyone.
Who calls 811 at a landscaping company?
The company doing the digging. One-call laws such as Texas's put the notice on the person who plans to dig. Often the office places the request a few days before an install starts, since it already has the address and dates. The crew leader confirms the marks are on site before anyone digs. If marks are missing on day one, the crew holds off while the office finds out why.
How busy is a landscaping office in winter?
Quieter, but not idle. Winter is when agreements get renewed and prices change. The office cleans up customer records, books spring cleanups, and helps plan routes for the new season. If you plow snow, storm nights bring their own scramble of calls, schedules and bills.
