Operations Administrator: Own Project Flow & Billing

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

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.