Client and Project Coordinator

Sun Valley Landscaping; Omaha (NE); On-site; USD 34,000 - 41,000; Full time

Benefits offered by this job

Paid holidays

Health insurance

Dental insurance

Vision insurance

Life insurance

Disability insurance

IRA match

Work Lab program

Parental leave

Bereavement leave

Wellness reimbursement

Company culture

Job summary

Sun Valley Landscaping is seeking a full-time Client and Project Coordinator to be the first contact for clients and to support sales and landscape project teams. You will qualify incoming leads, coordinate design-build appointments, and manage details for production including material orders and utility locates.

The role also handles project coordination, office administration, and seasonal snow dispatch. Strong organization, attention to detail, and bilingual English/Spanish abilities are

Qualifications

• 3+ years of administrative coordination, project support, scheduling, logistics or operations experience.
• Demonstrated ability to manage multiple competing priorities and follow assignments through to completion.
• Exceptional accuracy and attention to detail, especially with dates, quantities, addresses and written documentation.
• Tech savvy with O365, CRM, ChatGPT, Aspire, and operations platforms.
• Excellent written and verbal communication skills.
• Bilingual in English and Spanish strongly preferred.

Responsibilities

• Serve as the first point of contact for incoming calls, emails and website inquiries.
• Qualify new leads and route them to the appropriate division or salesperson.
• Schedule and confirm design-build sales appointments.
• Maintain accurate lead, appointment and client information in the CRM.
• Send appointment confirmations, reminders and salesperson information.
• Respond to client questions and coordinate follow-up with the appropriate team member.
• Coordinate material ordering, delivery and staging for upcoming projects.
• Confirm materials are ordered accurately and available before scheduled project starts.
• Call in utility locates and coordinate permits, dumpsters, portable restrooms and other project requirements.
• Maintain the internal equipment and material delivery schedule.
• Communicate scheduling and delivery information to suppliers and internal teams.
• Own Aspire work-ticket administration, including time-entry review and material allocation.
• Communicate approved project schedule updates to clients.
• Send client surveys and complete follow-up calls for designated projects.
• Run snow dispatch during the winter months.
• Manage fleet defect reporting from crews utilizing fleet software.
• Maintain and produce operational reporting for directors and managers.
• Monitor and reorder designated office, safety, PPE, shop, yard and break-room supplies.
• Support employee events and company administrative projects.
• Maintain a professional, organized and welcoming front-office environment.
• Assist other departments during seasonal peaks as priorities allow.

Skills

Administrative coordination

Scheduling

Logistics

Operations experience

Bilingual (English/Spanish)

Written and verbal communication

Tools

O365

CRM

ChatGPT

Aspire

Job description

The Client and Project Coordinator serves as the first point of contact for Sun Valley Landscaping clients while providing critical coordination support to our sales and landscape project teams. This position qualifies incoming leads, coordinates sales appointments and manages the details required to prepare projects for production, including material ordering, staging, utility locates and delivery scheduling. The ideal candidate is highly organized, naturally detail-oriented and able to manage multiple competing priorities without losing follow-through or accuracy.

Job Duties include, but are not limited to:

• Client Experience and Sales Coordination
• Serve as the first point of contact for incoming calls, emails and website inquiries.
• Qualify new leads and route them to the appropriate division or salesperson.
• Schedule and confirm design-build sales appointments.
• Maintain accurate lead, appointment and client information in the CRM.
• Send appointment confirmations, reminders and salesperson information.
• Respond to client questions and coordinate follow-up with the appropriate team member.

Project Coordination

• Coordinate material ordering, delivery and staging for upcoming projects.
• Confirm materials are ordered accurately and available before scheduled project starts.
• Call in utility locates and coordinate permits, dumpsters, portable restrooms and other project requirements.
• Maintain the internal equipment and material delivery schedule.
• Communicate scheduling and delivery information to suppliers and internal teams.
• Own Aspire work-ticket administration, including time-entry review and material allocation.
• Communicate approved project schedule updates to clients.
• Send client surveys and complete follow-up calls for designated projects.

Office and Administrative Support

• Run snow dispatch during the winter months.
• Manage fleet defect reporting from crews utilizing fleet software.
• Maintain and produce operational reporting for directors and managers.
• Monitor and reorder designated office, safety, PPE, shop, yard and break-room supplies.
• Support employee events and company administrative projects.
• Maintain a professional, organized and welcoming front-office environment.
• Assist other departments during seasonal peaks as priorities allow.

Measurables:

• New leads contacted or appropriately routed within one business day
• Sales appointments entered accurately and confirmed before the appointment
• Utility locates and other pre-project requirements completed before scheduled project starts
• Material orders and delivery requirements verified against project needs
• Delivery schedule maintained and communicated to affected team members
• Prior-day time entries and material allocations reviewed by 10:00 a.m.
• Client issues documented, assigned and followed through to resolution

Desired Experience and Education:

• 3+ years of administrative coordination, project support, scheduling, logistics or operations experience.
• Demonstrated ability to manage multiple competing priorities and follow assignments through to completion.
• Exceptional accuracy and attention to detail, particularly with dates, quantities, addresses and written documentation.
• Tech savvy with O365, CRM, ChatGPT, Aspire, and operations platforms.
• Excellent written and verbal communication skills.
• Bilingual in English and Spanish strongly preferred.
• $25-30 per hour, depending on experience
• Up to 10 Days Paid Holidays
• Health and Dental Insurance
• Voluntary Vision, Life Insurance, Long and Short-Term Disability
• Simple IRA company match
• The Work Lab program
• Paid parental and bereavement leave
• Wellness reimbursement
• Relaxed and positive company culture (we work hard but like to have fun!)

Reports to: Director of Landscape Operations

Works closely with: sales manager, sales team, HR, marketing, landscape project manager

Direct reports: None

Schedule: Year-round, full-time. Monday-Friday, 8am-430pm, 40 hours per week