Job Summary
This role is responsible for managing and reviewing project documents, schedules, and communications to ensure the smooth progression of landscape projects. They utilize the project management software to maintain accurate scheduling and documentation, and act as the primary point of contact for customers, addressing their inquiries and ensuring their responsibilities are clear. Additionally, you will coordinate with various internal teams and external partners to keep projects on track and resolve any issues that arise. This position also involves preparing for Home Show conventions and managing safety equipment orders. Attention to detail and ability to manage multiple tasks simultaneously will be crucial to the success of the scope. Join us and contribute to delivering exceptional project outcomes and customer satisfaction.
Duties/Responsibilities
- Design Review Checklist: Review “Job File” contents (including Spec Sheet, Contract, Plan, Permit, Owner invoice setup, and any other relevant documents).
- Review build-out plan in project management software (BuilderTrend) to ensure scope of work and accuracy within the portal.
- Perform general clerical duties to include but not limited to copying, scanning, emailing, mailing, and filing for the Landscape Department.
- Responsible for the input and maintenance of landscape project scheduling in project management software (BuilderTrend).
- Responsible for inbound communications with Customers, via phone and email (within 2 working days of Job File receipt) to review.
- Discuss (as applicable) Customer responsibilities such as Payment Schedules (confirm method of payment), Safety Barriers, City Inspections, and other work to be performed by Customer.
- Confirm basic contractual information (material selections, other color selections, etc.). Confirm best method of communication (including phone, email, text, or project management portal).
- Promptly respond to all voicemail messages, emails, or direct messages through the project management app.
- Schedule, coordinate, and manage all production schedules unique to project specific scope of work by collaborating with crew leaders and management.
- Prepare and assist with applicable Home Show conventions; printing marketing materials, putting together items, and preliminary setup.
- Manage schedule shifts and control variables as they arise to proactively move project forward.
- Document and record information from trades, vendors and suppliers’ communications.
- Order/schedule any PPE equipment and tools, follow up on safety PPE tracking, track in project management system (BuilderTrend), and update notes for invoicing and documentation purposes.
- Alert superintendent, crew leader or any other relevant internal team members of job roadblocks to keep production moving forward on scheduled projects.
- Notify the customer when a progress payment is due/overdue.
- Release payments and create invoices for the Accounts Receivable to process.
- Move production schedules forward when payments are received and confirmed by A/R.
- Liaise and coordinate with the General Manager, Sales Designers, Processors, Scheduler(s), Superintendents, Landscape crews, Leadership, and other key team members to ensure the landscape project moves smoothly through construction.
- Update and maintain project management software to accurately and thoroughly document all appropriate communications pertaining to project.
- Work with Customer to help resolve all issues/grievances concerning the project information.
- Perform all other duties as assigned by manager.
Required Experience/Qualifications
- 5+ years’ experience in a project coordinator role or related project management experience- Required.
- 3+ years' experience working within the landscape industry or horticultural construction industry -Required.
- High School diploma or equivalent is required.
- Motivated, self-starter, quick learner, able to work independently in a fast-paced environment.
- Strong organization and project management skills to handle multiple tasks simultaneously and provide timely follow-up to customers.
- Previous experience managing multiple accounts in varying phases of completion.
- Strong data entry and PC skills, proficient with Microsoft Office software.
- Excellent phone etiquette, strong interpersonal and (English) verbal communication skills.
- Professional, customer service oriented, team player with a positive attitude.
- Prior industry experience a plus.
- Bi-lingual, English and Spanish is required.
Physical Requirements
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is Frequently required to stand; walk; sit; occasionally use hands to finger, handle or feel objects, tools, or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 20 pounds. Specific vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
Work Environment
The work environment characteristics described here are representative to those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is not exposed to weather conditions.
Job Type: Full-time
Pay: $24.00 - $26.00 per hour
Expected hours: 40 per week
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Employee discount
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid jury duty
- Paid time off
- Parental leave
- Referral program
- Vision insurance
Schedule:
- 8 hour shift
- Day shift
- No weekends
Ability to Commute:
- Phoenix, AZ 85019 (Required)
Ability to Relocate:
- Phoenix, AZ 85019: Relocate before starting work (Required)
Work Location: In person