Office Manager Service Industry

Team Hogan is hiring a highly organized, proactive Executive Office Manager / Bookkeeper to serve as the operational and administrative backbone of the company. This role supports ownership directly while keeping office operations, scheduling, and financial systems running clean, accurate, and on time.

This position is ideal for someone who thrives in a high-accountability, fast-moving service business , anticipates needs before they become problems, and is comfortable wearing multiple hats — without dropping details.

Check us out & follow us online on Instagram | Facebook for what it is we do @hoganlandscapes

Core Responsibilities

Executive & Administrative Support

• Support ownership with scheduling, task coordination, follow-ups, and priorities

• Answer incoming calls, manage emails, and handle client communication professionally

• Maintain calendars, deadlines, and internal reminders

• Prepare documents, reports, and internal correspondence

Office & Operations Management

• Oversee day-to-day office workflow and administrative systems

• Schedule jobs and service visits; coordinate with field crews and management

• Order materials and supplies; track deliveries and readiness for jobs

• Maintain organized digital and physical records

• Track office supplies, equipment, and internal inventory

• Coordinate vendors, subcontractors, insurance, and compliance documents

• Identify inefficiencies and streamline office processes

Accounting & Bookkeeping

• Perform daily bookkeeping and accounting functions using QuickBooks Online

• Manage accounts payable & receivable and job-cost tracking

• Assist with payroll processing and tax documentation

• Serve as liaison with the company CPA for reporting and filings

• Maintain clean, audit-ready financial records

Systems & Accountability

• Implement, follow, and help create Standard Operating Procedures (SOPs)

• Use checklists, tracking tools, and follow-up systems to ensure nothing slips

• Hold yourself and others accountable to established processes

Required Qualifications

• Advanced proficiency in QuickBooks Online

• Strong organizational and time-management skills

• Professional communication and follow-through

• Comfortable handling phones, scheduling, and multitasking in a live service environment

• Experience supporting executives or business owners

• Experience creating and following SOPs and checklists

• Valid Florida Driver’s License

Preferred Qualifications

• Service industry, landscape, or construction experience

• Bilingual (English / Spanish)

• Experience coordinating crews, scheduling jobs, and ordering materials

• Inventory or asset-tracking experience

• Ability to manage a small administrative team