Operations Administrator

Gothic Landscape; United States; On-site; USD 50,000 - 65,000; Full time

Benefits offered by this job

Medical

Dental

Vision Insurance

Paid Holidays

Paid Time Off

Paid Sick Time

401k & Match

Job summary

Gothic Landscape is seeking an Operations Administrator to be at the center of a busy operation, partnering with Operations Managers and Superintendents to keep projects organized and on track. You will help ensure information flows across field and office, and that important items move forward with ownership and timely follow-up.

The role requires strong organizational and communication skills, with a proactive approach to supporting multiple departments and projects.

Qualifications

• Previous experience in construction, landscaping operations, or project coordination is preferred.
• Experience supporting field employees, project managers, superintendents, or operations teams is a plus.
• Strong organizational and follow-through skills with the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Strong customer service and relationship-building skills.
• Ability to analyze information, identify issues, and use good judgment for next steps.
• Strong Microsoft Excel skills required.
• Experience with project financials, change orders, additional work, billing, or job costing is a plus.
• Bilingual English/Spanish is highly preferred.
• Ability to learn new software and systems quickly.

Responsibilities

• Partner with Operations Managers and Superintendents to support day-to-day operations and active projects.
• Coordinate with Accounting, Purchasing, Accounts Receivable, Accounts Payable, HR, Estimating and other internal departments.
• Prepare and track client proposals, additional work authorizations, change orders and other project documentation.
• Communicate with clients regarding approvals, purchase orders, documentation and project follow-up.
• Maintain accurate Excel spreadsheets and tracking reports related to projects, billing, workloads, additional work and client requests.
• Collect and organize documentation needed to support timely and accurate billing.
• Assist Operations Managers with project budgets, financial reporting, job costs, workloads and billing status.
• Monitor labor, material and equipment usage and help identify budget variances or areas needing attention.
• Coordinate customer service requests, work orders, scheduling, warranty requests and client portals.
• Assist with purchasing, subcontractor coordination, project documentation, inspections and other operational needs.
• Maintain organized project files, plans, reports and records.
• Follow up on outstanding items, gather missing information, communicate updates and help keep projects moving toward completion.

Skills

Coordination

Communication

Excel

Multitasking

Bilingual EN/ES

Tools

Project management software

Job description

Looking for More Than Just a Job

Build Your Career with Gothic Landscape At Gothic Landscape we believe great work starts with great people Weve built our culture around extraordinary service strong relationships teamwork and opportunities to grow We are looking for an Operations Administrator who enjoys being at the center of a busy operation and working with people across both the field and office In this role youll partner closely with Operations Managers and Superintendents to keep projects organized information flowing and important items moving forward If youre organized responsive comfortable communicating with different teams and someone who naturally takes ownership and follows through this could be a great opportunity for you

What Youll Do

• Partner with Operations Managers and Superintendents to support day to day operations and active projects
• Coordinate with Accounting Purchasing Accounts Receivable Accounts Payable HR Estimating and other internal departments
• Prepare and track client proposals additional work authorizations change orders and other project documentation
• Communicate with clients regarding approvals purchase orders documentation and project follow up
• Maintain accurate Excel spreadsheets and tracking reports related to projects billing workloads additional work and client requests
• Collect and organize documentation needed to support timely and accurate billing
• Assist Operations Managers with project budgets financial reporting job costs workloads and billing status
• Monitor labor material and equipment usage and help identify budget variances or areas that need attention
• Coordinate customer service requests work orders scheduling warranty requests and client portals
• Assist with purchasing subcontractor coordination project documentation inspections and other operational needs
• Maintain organized project files plans reports and records
• Follow up on outstanding items gather missing information communicate updates and help keep projects moving toward completion

What Were Looking For

We’re looking for someone who is organized dependable proactive and comfortable working with a variety of people You dont need to know everything on day onewe value someone who asks questions learns quickly and takes ownership of their work

Qualifications

• Previous experience in construction landscaping operations project coordination or a related field is highly preferred
• Experience supporting field employees project managers superintendents or operations teams is a plus
• Strong organizational and follow through skills with the ability to manage multiple priorities
• Excellent written and verbal communication skills
• Strong customer service and relationship building skills
• Ability to analyze information identify issues and use good judgment when determining next steps
• Strong Microsoft Excel skills are required
• Experience with project financials change orders additional work billing or job costing is a plus
• Bilingual EnglishSpanish is highly preferred
• Ability to learn new software and systems quickly

Salary & Perks

Pay 24Hour DOE9 Paid HolidaysMedical Dental Vision InsurancePaid Time Off & Paid Sick Time401k & Match

Why Gothic Landscape At Gothic

youll be part of a team where your work directly contributes to keeping our operations running smoothly We value teamwork accountability communication and extraordinary service and we provide opportunities for our employees to develop their skills and grow within the company Gothic Landscape Inc is an Equal Opportunity Employer