Project Administrator

HorizonWest Landscape Services Inc; Tallahassee (FL); Remote; USD 50,000 - 70,000; Full time

Benefits offered by this job

Health coverage through ICHRA

Paid time off

Company phone

Career advancement opportunities

Job summary

Horizon West Landscape is seeking a Project Administrator to handle the critical paperwork and timelines behind our construction projects so our project managers and field leaders can focus on construction project execution. You will set up new jobs, manage submittals and project documents, and keep records complete from contract to closeout.

You will report to the Director of Construction Operations and work closely with our billing and compliance team.

Qualifications

• 2+ years of construction project administration or office coordination.
• Strong organization and attention to detail with many deadlines at once.
• Proficiency with Microsoft Office and online portals.
• Clear, professional written communication.

Responsibilities

• Set up new jobs in our project management system and filing structure after contract award.
• Prepare and track submittals, product data, and plant lists through general contractor approval.
• Log RFIs, change orders, and project correspondence.
• Collect daily reports, field photos, and time records from crews.
• Provide monthly progress information to our billing coordinator for pay applications.
• Share job start details with our compliance team for insurance certificates, notices, and permits.
• Assemble closeout packages, including as-builts, warranties, and final lien waivers.
• Keep general contractor project portals up to date.

Skills

Organization

Attention to detail

Written communication

Bilingual English and Spanish

Tools

Microsoft Office

Online portals

Aspire

Procore

Textura

Job description

Benefits

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

About Horizon West Landscape

Horizon West Landscape is a commercial landscape and irrigation installation company working with general contractors across Florida. We install landscape, sod, hardscape, and irrigation on multifamily, commercial, hospitality, retail, medical, and other new construction projects.

About the role

We are looking for a Project Administrator to handle the critical paperwork and administrative timelines behind our construction projects so our project managers and field leaders can focus on construction project execution. You will set up new jobs, manage submittals and project documents, and keep records complete from contract to closeout. You will report to the Director of Construction Operations and work closely with our billing and compliance team.

What you will do

• Set up new jobs in our project management system and filing structure after contract award
• Prepare and track submittals, product data, and plant lists through general contractor approval
• Log RFIs, change orders, and project correspondence
• Collect daily reports, field photos, and time records from crews
• Provide monthly progress information to our billing coordinator for pay applications
• Share job start details with our compliance team for insurance certificates, notices, and permits
• Assemble closeout packages, including as-builts, warranties, and final lien waivers
• Keep general contractor project portals up to date

What you bring

• 2 or more years of construction project administration or office coordination
• Strong organization and attention to detail with many deadlines at once
• Proficiency with Microsoft Office and online portals
• Clear, professional written communication
• Nice to have
• Experience with Aspire, Procore, or Textura
• Familiarity with landscape or irrigation submittals
• Bilingual in English and Spanish

Work environment

Home based, with occasional job site visits

What we offer

• Competitive compensation
• Health coverage through an ICHRA, paid time off, holidays, and a company phone
• Career advancement opportunities
• A great team and work environment

Horizon West Landscape is an equal opportunity employer.

This is a remote position.