Landscape Administrative Coordinator

Landscape Administrative Coordinator

We are seeking a motivated and versatile Landscape Administrative Assistant to join our growing team. This role is the communication hub between our clients, field crews, contractors, and management, ensuring that every landscaping project runs smoothly from first inquiry through final installation. The position begins as part-time and is designed to grow into a full-time role as the company's needs expand.

The ideal candidate brings a blend of administrative precision, sales instinct, marketing creativity, and genuine enthusiasm for the landscaping industry. You don't need to be a horticulturist, but a curiosity about plants, design, and outdoor environments will serve you well.

Basic Responsibilities:

Client Communication & Sales
• Serve as the primary point of contact for clients during the landscaping installation process, from initial inquiry to project completion.
• Build and maintain strong client relationships through professional, friendly, and timely communication via phone, email, and in-person meetings.
• Respond courteously and tactfully to public inquiries, questions, and complaints, escalating issues when necessary.
• Assist in identifying and pursuing upselling and cross-selling opportunities to support company revenue goals.
• Follow up with prospective clients and convert leads into confirmed projects.

Administration & Office Operations
• Support the preparation of proposals, presentations, and project portfolios for prospective clients.
• Maintain comprehensive records including client correspondence, project reports, contracts, change orders, and internal communications
• Establish and manage daily priorities to ensure administrative workflows remain organized and on schedule
• Review landscaping plans, proposed design changes, permits, and project-related documents for accuracy and completeness
• Research local ordinances, HOA guidelines, municipal codes, and zoning regulations applicable to landscaping projects
• Research plant species, their suitability for the local climate, soil conditions, and maintenance requirements
Financial & Procurement Support
• Assist in establishing cost budgets for landscape installation projects
• Support procurement of plants, materials, and equipment by obtaining quotes, placing orders, and tracking deliveries
• Utilize estimating and financial management software to support project cost tracking and reporting
• Assist in tracking invoices, purchase orders, and project expenses to keep budgets on target

Team & Field Coordination
• Communicate clearly and professionally with field supervisors, subcontractors, and landscaping crews regarding project schedules and client expectations
• Coordinate scheduling between clients and installation teams, managing changes and conflicts as they arise
• Read and interpret landscape maintenance and construction specifications to relay accurate information between the office and field

Required Abilities:
• Establish daily priorities and effectively manage own time with minimal supervision
• Converse by telephone, email, and in person in a clear, professional, and articulate manner
• Respond courteously and tactfully to public inquiries and client complaints, maintaining composure under pressure
• Utilize computer and related software to assist in design, estimating, and related financial management
• Work collaboratively across different personality types, from office staff to field crews and clients
• Adapt quickly to shifting priorities in a dynamic, project-driven environment

Qualifications:
• High school diploma or GED required; Associate's or Bachelor's degree in Business, Marketing, Horticulture, or related field preferred
• 1–3 years of experience in an administrative, sales, customer service, or landscape-related role
• Demonstrated experience in a client-facing position with a track record of positive outcomes
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and/or Google Workspace
• Familiarity with CRM systems, project management tools, or landscape estimating software is a plus
• Comfortable learning new software platforms as required
• Basic understanding of landscape design principles or willingness to develop this knowledge