Office Manager

Position Overview

The Office Manager is the central hub of IKON Landscape’s administrative, financial, and operational coordination. This role supports the entire company, from owners to field crews, and ensures that every back-office function runs smoothly, accurately, and professionally.

This position manages invoicing, receipt capture, PO workflows, and financial records on Aspire and Quick Books, ensuring clean, timely data that supports our production and accounting teams. The Office Manager also plays a critical role in onboarding new employees, maintaining compliance, answering HR-related questions, and supporting a positive culture across the shop and office.

This role requires a high level of organization, discretion, and communication. The Office Manager represents IKON’s brand, values, and professionalism in every interaction with employees, clients, vendors, and partners. Our values are Family, Integrity, Quality, Innovation, and Efficiency.

Accurate & On-Time Billing

• 100% of client invoices submitted by scheduled billing dates with less than 2% error rate.

PO, Receipt & Financial Workflow Accuracy

• 100% of vendor receipts accurately reconciled and ready for accounting by the month-end close deadline.

Successful & Timely Onboarding

• 100% of new hires onboarded within 3 business days of start, with all required forms and compliance items completed.

Responsive Client & Vendor Communication

• Respond to all client and vendor inquiries within 1 business day.
• Maintain a positive and professional voice representing IKON’s brand.

Payroll Readiness

• Maintain 98-100% accuracy in time entry support, approvals and payroll readiness checks.

Organizational Mastery

• Can juggle multiple tasks, keep files in order and ensure deadlines are met without letting details slip through the cracks.

Communication & Professionalism

• Strong verbal and written communication skills for interacting with field teams, clients, vendors, and management.

System & Software Proficiency

• Comfortable using:
• Aspire (job costing, invoicing, payroll, PR workflows)
• Quick Books Online
• Google Workspace
• Microsoft Office
• Online portals for payroll/benefits

Detail-Oriented

• Catches errors before they happen, double-checks inputs, and reviews forms carefully.

Problem Solving & Initiative

• Doesn’t just wait for direction, takes proactive steps to resolve issues and streamline office operations.

Confidentiality & Discretion

• Trusted with sensitive financial and employee information, always handling it with care and professionalism.

Customer and Employee Service Focus

• Balances client satisfaction with internal support, making people feel heard, helped, and respected.

Adaptability

• Can shift gears quickly in a fast-paced, seasonal industry and support wherever needed.

Responsibilities

Invoicing & Accounts Receivable

• Generate and submit accurate invoices
• Track payments and update client records
• Follow up on overdue balances in alignment with IKON’s AR procedures

Purchase Orders & Receipt Management

• Reconcile vendor receipts and ensure all POs are entered correctly in Aspire and Quickbooks; coordinate with accounting for month-end close.

HR Support & Compliance

• Manage onboarding and offboarding processes
• Support employees with:
• Time-off requests
• Benefit questions
• Handbook or policy guidance
• Required HR documentation
• Ensure compliance with employment law and internal policies

Payroll & Timekeeping

• Review weekly time entries for accuracy in Aspire
• Work with Super Crew Leaders and Operations Manager on corrections
• Ensure correct job allocations and overtime calculations
• Assist payroll team with processing accuracy

Client & Vendor Communication

• Serve as the first point of contact for:
• General inquiries
• Insurance/COI requests
• Job documentation
• Billing questions
• Communicate with professionalism that reflects IKON’s values

Office, Admin, & Scheduling Support

• Maintain office inventory and supplies
• Coordinate meetings, trainings, and leadership schedules
• Assist GM, Operations, and Sales with reporting, forms, and administrative tasks
• Manage company calendar events (trainings, safety meetings, renewals, holidays)

Recordkeeping & File Management

• Maintain organized financial, vendor, and…