Landscape Construction Project Coordinator

Oxbow Pool & Landscape Contractors; California (MO); On-site; USD 65,000 - 90,000; Full time

Job summary

Oxbow Pool and Landscape Contractors in the Bay Area seeks a Project Coordinator with construction or landscape experience to support Project Management and Pre-Construction teams on high-end residential projects. You will handle documentation, proposals, contracts, permits, RFIs, submittals, procurement, scheduling, and billing reports.

Ideal candidates are organized, detail-oriented, capable of juggling multiple active projects, and proficient with Procore, Bluebeam, AutoCAD, and Microsoft

Qualifications

• Experience supporting landscape/pool construction or related construction environments.
• Knowledge of construction terminology, documentation, and workflows.
• Experience with permits, submittals, RFIs, change orders, purchase orders, or closeout documentation.
• Associate degree preferred; relevant construction experience may be substituted.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Attention to detail and accuracy.
• Ability to manage multiple projects simultaneously and work independently.
• Proficiency with Microsoft Office and project documentation software.

Responsibilities

• Provide administrative support to Project Managers, Pre-Construction, and field teams.
• Assist with proposals, estimates, bid packages, contracts, and client correspondence.
• Coordinate startup documentation and project handoff meetings.
• Maintain accurate project files and documentation in company software.
• Track permits, RFIs, submittals, change orders, and closeout documentation.
• Schedule meetings, site visits, inspections, and project-related appointments.
• Prepare agendas, minutes, and follow-up action items.
• Communicate professionally with clients, vendors, subcontractors, and internal teams.
• Assist with procurement, material tracking, purchase orders, and vendor coordination.
• Monitor project schedules and milestones; manage document distribution.
• Support billing, invoicing documentation, and administrative reporting.
• Visit active sites occasionally to assist coordination.

Skills

Project coordination

Proposals

Estimates

RFIs

Change orders

Procurement

Scheduling

Billing documentation

Document control

Microsoft Office

Education

Associate degree

Tools

Procore

Bluebeam

AutoCAD

Autodesk Forma

Microsoft 365

Job description

Working for Oxbow Pool and Landscape Contractors (Oxbow PLC) is an opportunity to join a dynamic team dedicated to excellence in the landscaping industry. With a strong reputation for quality and innovation, Oxbow PLC offers a supportive and inclusive work environment where employees are empowered to grow both personally and professionally. Our commitment to fostering a positive workplace culture, coupled with our focus on delivering exceptional service to our clients, makes Oxbow PLC an exciting and rewarding place to build a career. If you are passionate about landscaping and seeking a fulfilling role where your contributions are valued, consider joining us at Oxbow PLC.

Oxbow Pool and Landscape Contractors is seeking a Project Coordinator with experience in landscape construction, pool construction, general construction, or a closely related field.

This is a construction project support position—not an IT, software, or technology project coordinator role.

The Project Coordinator supports our Project Management and Pre-Construction teams in delivering high-end residential landscape and pool construction projects throughout the Bay Area. This position assists with project documentation, proposals, contracts, permits, submittals, RFIs, change orders, procurement, scheduling, billing documentation, and project closeout.

The ideal candidate understands construction processes and terminology, is highly organized and detail-oriented, and can manage multiple active projects in a fast-paced environment.

Essential Duties and Responsibilities

Provide administrative and operational support to Project Managers, Pre-Construction, and field teams.

Assist with proposals, estimates, bid packages, contracts, project presentations, and client correspondence.

Coordinate project startup documentation and assist with project handoff meetings.

Maintain accurate project files and documentation in company software and electronic filing systems.

Track permits, submittals, requests for information (RFIs), change orders, and closeout documentation.

Schedule project meetings, site visits, inspections, and other project-related appointments.

Prepare meeting agendas, meeting minutes, and follow-up action-item lists.

Communicate professionally with clients, vendors, subcontractors, consultants, inspectors, and internal team members.

Assist with procurement, material tracking, purchase orders, and vendor coordination.

Monitor project schedules, deadlines, and critical milestones.

Coordinate the distribution of plans, specifications, contracts, and other project documents.

Support project billing, invoicing documentation, and administrative reporting.

Assist in maintaining document-control procedures and accurate project records.

Occasionally visit active construction sites to assist with project coordination.

Maintain the confidentiality of company, employee, client, and project information.

Perform other duties and special projects as assigned.

Qualifications

Previous experience supporting landscape construction, pool construction, general construction, architecture, engineering, or a related construction environment is strongly preferred.

Knowledge of construction terminology, documentation, and project workflows.

Experience with permits, submittals, RFIs, change orders, purchase orders, or construction closeout documentation is preferred.

Associate degree preferred; relevant construction experience may be substituted.

Strong organizational and time-management skills.

Excellent verbal and written communication skills.

Strong attention to detail and accuracy.

Ability to prioritize responsibilities and support multiple projects simultaneously.

Ability to work independently while contributing to a collaborative team environment.

Proficiency with Microsoft Outlook, Word, Excel, and Teams.

Experience with construction software such as Procore, Bluebeam, Autodesk Forma, or AutoCAD is preferred.

Knowledge, Skills, and Abilities

Understanding of construction project phases, from estimating and pre-construction through completion and closeout.

Ability to read and organize construction plans, specifications, proposals, and project documentation.

Professional communication and customer-service skills.

Ability to maintain accurate records and follow established document-control procedures.

Strong problem-solving and critical-thinking abilities.

Ability to adapt to changing project priorities and deadlines.

Ability to handle confidential information with discretion.

Physical Requirements

Prolonged periods of sitting and working at a computer.

Frequent use of standard office equipment.

Ability to occasionally lift and carry up to 25 pounds.

Ability to visit active construction sites and safely navigate uneven terrain.

Primarily office-based, with occasional visits to active landscape and pool construction sites.

Occasional travel to company facilities, client meetings, inspections, or training events.

Fast-paced construction environment involving frequent coordination with project managers, field teams, subcontractors, vendors, and clients.

Equal Opportunity Employer, including disabled and veterans.