Operations Coordinator - Construction Projects & Billing

Gothic Landscape; Riverside (CA); On-site; USD 27,000 - 39,000; Full time

Benefits offered by this job

9 Paid Holidays

Paid Time Off

Paid Sick Time

401(k) & Match

Job summary

Gothic Landscape seeks an organized Operations Administrator to support busy field and office operations in Riverside, CA. You will partner with Operations Managers and Superintendents to keep projects organized, streamline information flow, and drive timely completion.

Ideal candidates are dependable, proactive, and capable of working with diverse teams. The role emphasizes Excel-based tracking, budgeting insights, and strong client-facing communication while offering opportunities to grow

Qualifications

• Experience in construction, landscaping, operations, project coordination, or a related field.
• 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 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 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.

Skills

Microsoft Excel

Organizational skills

Communication skills

Customer service

Bilingual English/Spanish

Job description

Gothic Landscape seeks an organized Operations Administrator to support busy field and office operations in Riverside, CA. You will partner with Operations Managers and Superintendents to keep projects organized, streamline information flow, and drive timely completion.

Ideal candidates are dependable, proactive, and capable of working with diverse teams. The role emphasizes Excel-based tracking, budgeting insights, and strong client-facing communication while offering opportunities to grow