Ancillary Services Administrator
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 a Ancillary Services Administrator to play a pivotal role in supporting the efficient operation of one of our key service divisions. This position is responsible for administrative functions, project coordination, and providing direct support to department leadership. The ideal candidate will ensure smooth day-to-day operations by facilitating communication, managing information, and maintaining accurate records.
Role + Responsibilities
Administrative Support
- Handle daily administrative tasks including scheduling, data entry, document preparation, and file management
- Support department leadership with general office tasks and coordination need
Project Coordination
- Maintain and update project documentation to ensure accuracy and accessibilit
Record Keeping
- Maintain organized records of schedules, service logs, and project details
- Track inventory, supplies, and materials as needed for the department
Timekeeping & Payroll Support
- Collect, review, and audit employee timecards to ensure accurate labor allocation, job costing, and payroll processing.
- Follow up with supervisors and crew leaders to resolve timekeeping discrepancies, missing punches, and incorrect labor allocations.
- Auditing daily crew hours and resolving punch errors or missing timecards with foremen.
- Monitoring mobile, GPS, or clock-in systems across multiple dispersed job sites.
- Maintain employee time and attendance records in Miter and partner with Payroll to ensure deadlines are met
Knowledge, Skills, + Abilities
- 1+ years of experience in an administrative assistant, office support, or similar administrative role preferred.
- Strong organizational skills—able to manage multiple tasks, deadlines, and priorities effectively
- Attention to detail—high degree of accuracy in all administrative and coordination work
- Excellent communication skills—able to interact clearly and professionally with team members at all
- levels
- Technical aptitude—comfortable with Microsoft Office Suite (Excel, Word, Outlook) and scheduling/
- database tools
- Proactive mindset—able to anticipate needs, suggest solutions, and prevent issues before they arise
Skills Required
- 1+ years of experience in an administrative assistant, office support, or similar administrative role
- Strong organizational skills and ability to manage multiple tasks, deadlines, and priorities
- High attention to detail and accuracy in administrative and coordination work
- Excellent communication skills with team members at all levels
- Comfort with Microsoft Office Suite, including Excel, Word, and Outlook, plus scheduling and database tools
- Proactive mindset with ability to anticipate needs, suggest solutions, and prevent issues
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.
