Project & Administrative Specialist

Job Description

Job Description

Job Title: Bilingual (English/Spanish) Project & Administrative Specialist

Status: Salaried, on site, benefits eligible

Company: Elite Grounds, LLC (a division of Stratton Landscape Group, LLC)

Location: Pleasant Grove, Utah

Introduction to Elite Grounds, LLC

Elite Grounds began more than four decades ago as a small, family-run operation built on the simple belief that quality work, accountability, and genuine relationships create lasting success. What started with a few lawns and a handful of clients has grown into one of Utah’s leading full-service landscape maintenance companies.

As we continue to grow, we need like-minded, like-hearted and talented indivdiuals commited to growing personally and professionally through accountability, perseverance, and "caring how we get there" (integrity) - if this sounds like a place where you can make a contribution, please keep reading!

Role Summary 

The Project & Administrative  Specialist (ASC) provides front office, administrative, operational, and project coordination support for Elite Grounds LLC. This role serves as a key point of communication between customers, management, field teams, vendors, and project personnel. This position supports service requests, project tracking, bids and proposals, documentation, scheduling, customer communication, and general office operations

Project & Operations Support

-Assist project managers, supervisors, and field teams with scheduling and project coordination

-Maintain project plans, job information , specifications, revisions and supporting documents

-Assist with materials, deliveries, purchasing, and vendor coordination.

-Track schedules, jobs status, completion information, and other project-related data.

-Gather information needed for meetings, estimates, bids, and management decisions.

-Document customer requests, project updates, and completed work.

-Helps ensure accurate communication between office staff, management, and field teams.

Service & Project Coordination

-Receive landscaping , irrigation, repair, maintenance , and other service requests.

-Enter requests into the appropriate task or work management system.

-Assign work to the appropriate crew or team and provide available job information.

-Track open requests and follow up with the field teams regarding status and completion. 

-Update records and close tasks once work is completed

-Maintain accurate service and project records.

-Communicate with customers , supervisors, and field teams regarding scheduling, job status, and service needs.

Bids, Proposals & Documentation

-Assist with gathering information for bids, proposals, estimates, and project documents.

-Coordinate approvals and obtain required signatures.

-Follow up on outstanding information, documents, and approvals.

-Organize and maintain bid, proposal, customer, and project files.

-Assist with preparing correspondence, spreadsheets, reports, forms, and other business documents.

-Help ensure documentation is complete, accurate, and properly maintained.

Administrative & Front Office Support

-Greet customers, visitors, vendors, applicants, and employees in a professional and welcoming manner.

-Answer, screen, and route incoming telephone calls, messages, and general inquiries.

-Receive and distribute mail, packages, deliveries, and correspondence.

-Provide administrative and organizational support to company leadership and project personnel.

-Coordinate calendars, meetings, appointments, interviews, and follow-up items. 

-Maintain organized customer, project, vendor, employee, and company records

-Assist with purchase orders, invoices, receipts, vendor documents, and administrative tracking.

-Assist with employee onboarding paperwork, training records, and internal company forms as requested 

-Track deadlines, approvals, outstanding documents, and management follow-up items.

-Assist with filing, scanning, copying, office supplies, and general office needs

-Maintain a clean, organized, and professional front office environment.

Qualifications

-Strong administrative, organizational, and time-management skills.

-Strong written and verbal communication skills.

-Professional customer service and front office presence.

-Ability to coordinate multiple service requests, projects, and priorities simultaneously.

-Strong attention to detail and accurate recordkeeping.

-Ability to follow tasks from initial request through completion.

-Proficiency with Google Workspace, Microsoft Office, or similar business software.

-Comfortable learning task management, project management, or construction-related software.

-Experience in administrative support, project coordination, landscaping, construction, irrigation, property maintenance, or a related environment preferred.

- Bilingual English/Spanish strongly preferred to support communication with employees, field crews, vendors, and customers.

Preferred Background

Experience in administrative support, service coordination, project administration, landscaping, construction, irrigation, or operations is preferred.

The successful candidate should be comfortable working between office and field operations and helping ensure service requests, projects, bids, and administrative responsibilities are completed accurately and on time.

Additional Responsibilities

The duties listed above are intended to describe the primary responsibilities of the position and are not all-inclusive. The Project & Administrative Specialist may be assigned additional administrative, operational, project coordination, customer service, scheduling, documentation, and general office responsibilities based on business needs.

Growth Opportunity

This position may grow into increased responsibility in project coordination, operations, estimating, office management, or project management based on experience and performance.

What We Offer

-a values driven organization poised for continued growth and success

-benefits (paid holidays, paid vacation, health, vision, and dental benefits)

-opportunities for professional and personal growth

-a supportive and inclusive work environment