GROW YOUR CAREER WITH OUR TEAM! Mariani Enterprises, LLC has an opening for a Full-time Administrative Associate to work on site in Design Studio our Highland Park, IL location.

ABOUT MARIANI ENTERPRISES, LLC:

Mariani Enterprises, LLC has built its business across more than 60 years and three generations, establishing itself as the industry leader in residential landscape. Headquartered in Lake Bluff, Illinois, Mariani’s reputation for impeccable design creativity, build excellence and high touch service puts them in their own category. Their work grows out of their mission-to create and maintain unique, quality environments for the benefit of their clients and community. The results include long-standing, multi-generational client relationships, career development opportunities across all disciplines, industry accolades (NALP, ASLA, ILCA, PLN, LUXE RED, etc.), and exponential market growth now happening nationwide. Add in Mariani’s exceptional work culture and their growth potential is unsurpassed.

POSITION SUMMARY:

Provide administrative support for the Design Build unit, including coordinating direct mailings and working on special projects for the entire organization. This position interacts with a diverse group of important external clients as well as internal contacts at all levels of the organization.

BENEFITS FOR FULL-TIME ASSOCIATES:

• 401(k) plan with company match
• PPO & HMO health insurance options
• Dental insurance
• Vision insurance
• FSA
• Long-Term Disability and Life Insurance
• Paid time off
• 7 paid Holidays per year including discretionary year-end holiday shut-down
• Tuition Reimbursement (after one year of service)

PREFERRED SKILLSET:

• Financial analysis and assisting in sales reporting
• Demonstrate strong proficiency in Microsoft Word and Excel

KNOWLEDGE AND SKILL REQUIREMENTS:

• At least 2 plus years experience in an administrative support role or professional working environment
• Demonstrate strong attention to detail and problem solving. Focus on process improvement.
• Demonstrate strong communication skills, both verbal and written, with Mariani associates and clients on a consistent basis.
• Knowledge of landscape terminology as demonstrated by work experience preferred, but not required.
• Ability to plan, prioritize, and organize a diverse workload.
• Demonstrate flexibility to perform duties wherever volume deems necessary.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The essential functions of this position include, but are not limited to the following:

• Perform financial analysis and assist in sales reporting.
• Perform data entry in Asset on a daily basis, including proposal entry, change orders processing, process status updates including STP (Sending to Production) and billing processing.
• Responsible for reception and telephone duties, including all essential front office procedures at the Design Studio.
• Produce accurate and timely client proposals, invoicing, subcontractor proposals and subcontractor invoicing.
• Familiarize yourself with and follow all company policies, procedures, and work standards.
• Provide administrative support for all business units, including data entry, typing, correspondence, report generation, and filing.
• Responsible for New Lead calls and processing through our system.
• Gather and distribute information for the signed proposals/contracts.
• Responsible for ordering and maintaining supplies for the Design Studio as needed.
• Prepare, photocopy, email and fax information and documents as needed or requested.
• Type and distribute, upon review and approval, client correspondence, reports, and projects.
• Coordinate departmental correspondence, reports, memos, and projects to facilitate ongoing communications and efficient departmental operations.
• Maintain records, organize filing, and archive system to facilitate the expeditious retrieval of information.
• Handle confidential and non-routine information.
• Work independently and within a team on special and nonrecurring, as well as ongoing projects.
• Ensure efficient process and information flow for the workload requirements.
• Complete work within appropriate timeframe in order to prevent backlog.
• Consistently evaluate work and determine if further steps are needed to meet internal and externa client expectations.
• Prepare and research information to determine process issues as requested by management.
• Maintain high standard of quality of all work performed.
• Communicate problems, client concerns, associate matters, etc.. to the Administrative Support Supervisor and/or Manager in a timely manner.
• Responsible for ordering and maintaining supplies for the office as needed.
• Assist in maintaining an organized studio, including management of material sample room.
• Field calls and coordinate design supply vendors and production introduction meetings as well suited for the design team.
• Assist in the monthly billing process for construction/Design Build projects, including weekly reporting.
• Assist in producing all client and sub-contractor invoicing, partial and final information as requested by the department and outside clients.
• Assist to produce and distribute all necessary job cost information in a timely manner.
• Assist to create and distribute credit memos.
• Assist to apply deposits and payments in a timely manner.
• Assist with waivers for sub-contractor invoicing.
• Arrive for each workday on time and prepared.

EDUCATIONAL REQUIREMENTS:

• HS Diploma

WORKING CONDITIONS:

Work requires intermittent physical activity including bending, reaching, and prolonged periods of sitting. Responsibilities may require evening and weekend work in response to client needs and deadlines.

BENEFITS FOR FULL-TIME ASSOCIATES:

• 401(k) plan with company match
• PPO & HMO health insurance options
• Dental insurance
• Vision insurance
• FSA
• Long-Term Disability and Life Insurance
• Paid time off
• 7 paid Holidays per year including discretionary year-end holiday shut-down
• Tuition Reimbursement (after one year of service)