Administrative Executive

Landscape Industry

Job Summary

We are seeking a responsible and organised Administrative Executive to support the daily administrative and operational functions of our landscape maintenance business.

The candidate will work closely with the Operations Team, Site Supervisors, Project Managers, clients and suppliers to ensure smooth coordination of landscape maintenance operations, proper documentation and timely submission of reports and contract-related documents.

Key Responsibilities

Administrative & Operational Support

Handle day-to-day administrative duties for the landscape operations team. Coordinate with site supervisors and workers on operational and administrative matters. Maintain proper records of landscape maintenance activities and site operations. Prepare and manage letters, memos, forms and other company documents. Handle emails, correspondence and general enquiries. Assist management and operations team with ad-hoc administrative tasks.

Landscape Contract Administration

Assist in the administration of landscape maintenance contracts. Maintain contract documents, work schedules, work orders and service records. Monitor contract requirements, submission deadlines and renewal dates. Prepare supporting documents for client and Town Council submissions. Follow up with site teams to ensure contract requirements are completed and properly documented. Assist with tender, quotation and contract documentation when required.

Reports & Documentation

Prepare daily, weekly and monthly operational reports. Compile manpower, attendance, work progress and maintenance records. Prepare and maintain records for pruning, grass cutting, tree maintenance, horticultural works and other landscape activities. Organise photographs, work records and supporting documents for submission to clients. Ensure all documents are properly filed and easily accessible.

Client & Site Coordination

Liaise with clients, Town Councils, managing agents and site representatives on administrative matters. Coordinate with site supervisors regarding work requests, complaints and follow-up actions. Track outstanding work requests and ensure timely follow-up with the operations team. Assist in preparing documents and information for site meetings.

Procurement & Supplier Coordination

Assist with purchase orders, quotations, delivery orders and invoices. Coordinate with suppliers for landscape materials, plants, tools, equipment and services. Maintain records of purchases and deliveries. Assist in monitoring inventory of landscape materials, tools and equipment.

Requirements

Diploma or equivalent qualification in Business Administration or a related field. 2–4 years of administrative experience, preferably in the landscape, horticulture, facilities management, construction or cleaning industry. Good knowledge of Microsoft Office, especially Excel and Word. Strong administrative, organisational and coordination skills. Good communication and interpersonal skills. Able to handle multiple tasks and work under deadlines. Meticulous, responsible and detail-oriented. Able to work independently as well as coordinate effectively with site teams. Experience in landscape contract administration or Town Council contracts will be an advantage. Ideal Candidate

The ideal candidate should be hands-on, organised and proactive, with the ability to communicate effectively between the office and site teams. Experience in a landscape company or other labour-intensive service industry will be highly advantageous.

The candidate should be comfortable handling reports, documentation, manpower records, contract administration and daily operational coordination in a fast-paced environment.