Landscape Construction Administrative Coordinator

Location: Charlotte, North Carolina 

Employment Type: Full-Time 

Schedule: Monday–Friday, with occasional flexibility to support project needs 

Compensation: $48,000–$58,000 annually, based on experience and qualifications  

Position Overview  

We are seeking a highly organized, detail-oriented, and technology-savvy Administrative Coordinator to support the daily operations of our landscape construction business. This position plays an important role in coordinating schedules, supporting project managers and field crews, processing invoices, maintaining project documentation, and ensuring the efficient flow of information between the office, field teams, vendors, subcontractors, and clients.  

The ideal candidate is proactive, resourceful, comfortable managing multiple priorities, and interested in using Microsoft 365 and artificial intelligence (AI) tools to improve productivity, communication, and administrative processes.  

Experience in landscape construction, construction administration, landscaping, or a related service industry is preferred.  

Key Responsibilities  

1. Scheduling and Operations Coordination  

• Coordinate project schedules, crew assignments, site visits, meetings, and appointments.  
• Maintain and update the company calendar to reflect project timelines, deadlines, deliveries, and scheduled activities.  
• Communicate schedule changes and project updates to project managers, field supervisors, crews, subcontractors, vendors, and clients.  
• Assist with coordinating material deliveries, equipment rentals, subcontractor schedules, and site access.  
• Help identify scheduling conflicts and proactively communicate issues that may affect project timelines.  
• Prepare daily and weekly schedules and distribute updates to the appropriate team members.  
• Track outstanding tasks and follow up with team members to ensure timely completion.  

2. Invoicing, Billing, and Administrative Financial Support  

• Prepare, review, and process customer invoices in accordance with project schedules and company procedures.  
• Assist with progress billing, deposits, change orders, and final project invoices.  
• Track accounts receivable, monitor outstanding balances, and follow up on overdue payments professionally.  
• Enter vendor and subcontractor invoices and route them for approval and payment.  
• Assist with purchase orders, expense tracking, receipts, and job-cost documentation.  
• Reconcile invoices against purchase orders, delivery tickets, and approved work documentation.  
• Maintain accurate records of project costs, billable work, and supporting documentation.  
• Coordinate with management or the accounting team to resolve billing discrepancies.  

3. Landscape Construction Project Administration  

• Create and maintain organized electronic files for each project, including proposals, contracts, plans, schedules, permits, change orders, invoices, and closeout documents.  
• Support project managers with document preparation, project tracking, and administrative follow-through.  
• Maintain project status reports and update spreadsheets or project management systems.  
• Assist with tracking labor hours, equipment usage, material costs, and subcontractor work.  
• Coordinate information related to plant materials, hardscape products, irrigation supplies, deliveries, and other construction materials.  
• Track change orders and ensure approved changes are documented and communicated before billing.  
• Assist with project closeout, warranty documentation, and customer records.  
• Maintain accurate records of vendor contacts, subcontractors, suppliers, and project-related correspondence.  

4. Microsoft 365 Proficiency  

• Use Microsoft Outlook to manage calendars, meetings, email, reminders, and communications.  
• Use Microsoft Excel to maintain schedules, trackers, invoice logs, job-cost spreadsheets, and reports.  
• Use Microsoft Word to prepare correspondence, forms, meeting notes, and other business documents.  
• Use Microsoft Teams to facilitate communication, share files, and coordinate internal meetings.  
• Use Microsoft OneDrive and SharePoint, as applicable, to maintain organized, accessible project documentation.  
• Create and maintain professional presentations and reports using Microsoft PowerPoint when needed.  
• Demonstrate strong Excel skills, including formulas, sorting, filtering, data validation, and basic reporting.  

5. Artificial Intelligence (AI) and Process Improvement  

• Use AI tools such as ChatGPT and Microsoft Copilot to improve efficiency in routine administrative tasks.  
• Draft and refine emails, customer communications, meeting agendas, project updates, and internal procedures using AI assistance.  
• Summarize meetings, organize notes, identify action items, and prepare follow-up lists.  
• Use AI to assist with spreadsheet formulas, data organization, reporting, and administrative workflow improvements.  
• Develop reusable prompts, templates, and standardized processes to reduce repetitive work.  
• Explore opportunities to automate recurring reminders, reporting, document creation, and follow-up tasks using approved tools.  
• Verify AI-generated information for accuracy, completeness, and appropriateness before using or distributing it.  
• Protect confidential company, employee, customer, financial, and project information when using AI tools.  
• Maintain sound judgment and understand that AI supports, rather than replaces, independent review and decision-making.  

6. Communication and General Office Administration  

• Serve as a professional point of contact for clients, vendors, subcontractors, and employees.  
• Answer phone calls, respond to emails, and direct requests to the appropriate person.  
• Prepare meeting agendas, record meeting notes, and distribute action items.  
• Maintain digital records, contact lists, forms, and standard operating procedures.  
• Assist with onboarding paperwork, timesheet collection, and employee records as assigned.  
• Support management with special projects, research, reporting, and other administrative tasks.  
• Identify opportunities to improve organization, communication, and operational efficiency.  

Qualifications and Skills  

Required  

• Demonstrated administrative, scheduling, or office coordination experience.  
• Proficiency in Microsoft Outlook, Excel, Word, and Teams.  
• Strong organizational skills and exceptional attention to detail.  
• Excellent written and verbal communication skills.  
• Ability to manage competing priorities, meet deadlines, and follow through independently.  
• Comfort learning new software, business systems, and AI tools.  
• Professional handling of confidential information.  
• Strong problem-solving skills and a proactive, solutions-oriented attitude.  

Preferred  

• Experience in landscape construction, commercial landscaping, residential construction, irrigation, or a related trade.  
• Experience with invoicing, accounts receivable, accounts payable, and job-cost tracking.  
• Familiarity with construction accounting or project management software.  
• Experience with QuickBooks, Buildertrend, Jobber, Aspire, LMN, or comparable business systems.  
• Practical experience using ChatGPT, Microsoft Copilot, or similar AI tools for business tasks.  
• Experience coordinating field crews, subcontractors, materials, and project schedules.  
• Basic understanding of construction proposals, contracts, change orders, and progress billing.  

Key Performance Expectations  

Success in this position will be measured by:  

• Accuracy and timeliness of invoices and supporting documentation.  
• Reliability and accuracy of project schedules and calendar updates.  
• Timely communication of schedule changes, deadlines, and outstanding items.  
• Organization and completeness of project files.  
• Consistent follow-up on outstanding invoices and administrative tasks.  
• Accuracy of data entered into company systems and reports.  
• Effective use of Microsoft 365 and AI tools to reduce repetitive work and improve efficiency.  
• Positive working relationships with field personnel, management, vendors, subcontractors, and clients.  

What We Offer  

• Competitive compensation based on qualifications and experience.  
• An opportunity to contribute directly to the success and growth of a landscape construction business.  
• A collaborative environment working with both office personnel and field operations.  
• Opportunities to improve systems, introduce new technology, and develop professionally.  
• Company benefits and paid time off, as offered by the employer.  

How to Apply  

• Please submit a résumé highlighting relevant administrative experience, Microsoft Office skills, scheduling and invoicing responsibilities, construction or landscaping industry experience, and examples of how you have used technology or AI to improve workplace productivity.