Landscape Construction Project Coordinator

Oxbow Pool and Landscape Contractors; Napa (CA); On-site; USD 55,000 - 85,000; Full time

Job summary

Oxbow Pool and Landscape Contractors is seeking a Project Coordinator to support our Project Management and Pre-Construction teams on high-end residential landscape and pool projects in the Bay Area. You will assist with documentation, proposals, contracts, permits, submittals, RFIs, change orders, procurement, scheduling, billing documentation, and closeout.

The ideal candidate is highly organized, detail-oriented, and able to manage multiple active projects in a fast-paced construction

Qualifications

• Experience supporting landscape/pool construction or related construction environment.
• Knowledge of construction terminology, documentation, and workflows.
• Experience with permits, submittals, RFIs, change orders, and closeout docs.
• Associate degree preferred; relevant construction experience may be substituted.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Ability to prioritize and manage multiple projects simultaneously.

Responsibilities

• Provide administrative and operational support to Project Managers, Pre-Construction, and field teams.
• Assist with proposals, estimates, bid packages, contracts, and client correspondence.
• Coordinate project startup documentation and handoff meetings.
• Maintain accurate project files in company software and electronic filing systems.
• Track permits, submittals, RFIs, change orders, and closeout docs.
• Schedule project meetings, site visits, inspections, and other appointments.
• Prepare meeting agendas, minutes, and follow-up action lists.
• Communicate professionally with clients, vendors, subcontractors, and internal teams.
• Assist with procurement, material tracking, purchase orders, and vendor coordination.
• Monitor project schedules, deadlines, and milestones.
• Coordinate distribution of plans, specifications, contracts, and other documents.
• Support project billing and administrative reporting.
• Maintain confidentiality of company, employee, client, and project information.
• Occasionally visit active construction sites to assist with coordination.

Skills

Organizational skills

Communication skills

Microsoft Office

Procore

Bluebeam

AutoCAD

Autodesk Forma

Education

Associate degree preferred

Tools

Procore

Bluebeam

AutoCAD

Autodesk Forma

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.

Work Environment

• 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.