Administrative Assistant
Full-Time | In-Person | Commercial Landscaping
Do you love to bring order and organization to projects? Do you have an eagle eye for detail? Do you thrive on keeping things running smoothly and enjoy solving problems? Are you excited by the idea of serving clients, supporting your team, and contributing to your community?
If this resonates, we want to know you at Clean Scapes. Clean Scapes is the largest commercial landscaping contractor based in Texas, with locations in Austin, Dallas, San Antonio, Fort Worth, and Houston. Our experts are committed to excellence, offering a variety of services from pre-construction and construction to maintenance and enhancements. Since our founding in 2005, the passion, reputation, and talent of our team has provided the opportunity to service some of the most prestigious and beautiful properties throughout Texas including the Oracle campus, Q2 Stadium, Omni PGA Frisco Resort, Hemisfair Park, and Waterloo Park.
We are seeking an Administrative Assistant to support the daily operations of one of our field departments. This role focuses heavily on timekeeping administration, labor tracking, payroll support, and operational coordination, while providing administrative support to department leadership. The ideal candidate is highly organized, detail-oriented, and enjoys collaborating with field teams to ensure accurate records and smooth day-to-day operations.
Role + Responsibilities
Administrative Support
- Provide administrative support to department leadership, including scheduling, data entry, document preparation, and file management.
- Maintain organized department records and assist with daily administrative operations.
- Support department projects by coordinating with field teams and internal departments to ensure timely communication and accurate documentation.
Timekeeping & Payroll Support
- Collect, review, and audit employee timecards for accuracy and completeness.
- Review employee hours to ensure labor is accurately allocated to the appropriate job sites, cost codes, and work performed.
- Follow up with supervisors and crew leaders to resolve missing punches, incorrect labor allocations, and timekeeping discrepancies.
- Submit accurate employee hours for payroll processing in a timely manner.
- Monitoring mobile, GPS, or clock-in systems across multiple dispersed job sites.
- Auditing daily crew hours and resolving punch errors or missing timecards with foremen.
- Applying rules, prevailing wage requirements, and certified payroll guidelines.
- Utilize Miter to review, maintain, and audit employee time and attendance records.
Reporting & Data Management
- Prepare and maintain reports related to labor hours, attendance, payroll, and operational metrics.
- Monitor data for trends and discrepancies, communicating findings and recommendations to department leadership.
- Assist with maintaining accurate workforce and departmental records to support operational efficiency.
Knowledge, Skills, + Abilities
- Provide administrative support to department leadership, including scheduling, data entry, document preparation, and file management.
- Collect, review, and audit employee timecards to ensure accurate labor allocation, job costing, and payroll processing.
- Utilize Miter to maintain employee time and attendance records and support payroll deadlines.
- Follow up with supervisors and crew leaders to resolve timekeeping discrepancies and missing information.
- Support department operations by maintaining records, coordinating communication, and assisting with administrative projects.
- Prepare reports related to labor hours, attendance, payroll, and operational metrics.
- Identify and resolve data discrepancies to ensure accurate workforce reporting.
- Collaborate with Operations, Payroll, and HR to support efficient department processes.
Benefits
- Medical, Dental, and Vision Insurance
- Optional Short-Term Disability (STD), Long-Term Disability (LTD), Life Insurance, and more!
- 401(k) with Company Match
- Paid Time Off (PTO)
Skills Required
- Strong organization and attention to detail
- Experience or ability to provide administrative support, including scheduling, data entry, document preparation, and file management
- Ability to review and audit employee timecards, labor allocations, and payroll records
- Ability to resolve timekeeping discrepancies and missing information with supervisors and crew leaders
- Ability to prepare reports related to labor hours, attendance, payroll, and operational metrics
- Ability to collaborate with Operations, Payroll, HR, field teams, and internal departments
- Ability to use Miter and mobile timekeeping, GPS, or clock-in systems
- Knowledge of prevailing wage requirements and certified payroll guidelines
What We Do
Clean Scapes is a Texas-based full-service commercial landscaping company serving Austin, San Antonio, Dallas, Fort Worth, and Houston. It provides landscape design, pre-construction, construction, maintenance, enhancements, softscape, hardscape, irrigation, arbor and tree care, and water management. Founded in 2005, the company emphasizes quality, innovation, reliability, safety, and environmentally sound practices for retail, office, multifamily, healthcare, education, civic, and resort properties.
