Office & Operations Coordinator
Company: One Landscape
Pay: $20–$30 per hour, based on relevant experience and demonstrated ability to take ownership of the role
Hours: Approximately 25–40 hours per week, Monday–Friday
Work Location: Hybrid — primarily remote, with occasional in-office work in Caldwell for training, meetings, and other business needs
Job Overview
One Landscape is a growing landscape construction and property maintenance company looking for a highly organized and dependable Office & Operations Coordinator to help manage the administrative side of our day-to-day operations.
This is more than a receptionist position. You will help keep leads, estimates, customer requests, work orders, contracts, invoices, and project paperwork moving efficiently while making sure customers receive timely communication and important tasks do not fall through the cracks.
You will work directly with the owner, estimators, field managers, construction personnel, customers, property managers, and our outside accounting team.
This position is expected to begin at approximately 25–40 hours per week, depending on workload, with the opportunity to grow into a consistent full-time position as the company continues to expand. Hours may vary based on workload and business needs.
Responsibilities
- Contact new leads, ask qualifying questions, and schedule appropriate projects with an estimator.
- Maintain accurate lead and project information in our CRM.
- Track estimates and follow up internally to help ensure proposals are completed and submitted within company timelines.
- Answer and manage the company's main office phone and monitor designated company email accounts.
- Respond to routine customer questions and route requests to the appropriate person.
- Monitor maintenance client emails, portals, and systems for service requests.
- Coordinate service requests with field managers and track them through pricing, approval, completion, and invoicing.
- Prepare and submit work-order proposals through email or client-specific apps and portals.
- Receive project paperwork, tracking forms, photos, pricing, and other documentation from field personnel.
- Maintain organized project and work-order records.
- Prepare and send contracts and agreements using company-approved templates and track outstanding signatures.
- Prepare and send customer invoices based on approved project and work-order information.
- Monitor outstanding invoices and professionally follow up on overdue balances.
- Receive vendor invoices, bills, receipts, and other expense documentation and route them to our outside accounting and CFO team.
- Help associate expenses and documentation with the correct projects when applicable.
What We Are Looking For
We are looking for someone who naturally takes ownership of keeping things organized and completed.
The ideal candidate:
- Is highly organized and detail-oriented.
- Has exceptional follow-through and takes ownership of open items until they are resolved.
- Can manage multiple projects, customer requests, and deadlines at the same time.
- Communicates professionally and confidently by phone, email, and text.
- Is comfortable holding others accountable to deadlines in a professional manner.
- Is comfortable following up with coworkers, managers, estimators, and the owner when information or action is needed.
- Can work independently without constant supervision.
- Is comfortable learning new software, apps, CRM systems, and customer portals.
- Handles confidential company and customer information professionally.
- Is comfortable working with invoices, expenses, contracts, and basic financial documentation.
- Can recognize urgent issues while keeping routine administrative work moving.
- Is dependable, consistent, and willing to take responsibility for their area of the business.
- Has reliable internet access and an appropriate environment for professional remote work.
- Is able to come into our Caldwell office as needed for training, meetings, and other business needs.
Why Join One Landscape
- Opportunity to grow into a larger office and operations management role as the company expands.
- Primarily remote work with flexibility and occasional in-office collaboration.
- Direct involvement in improving how the company operates, communicates, and scales.
- A role with real responsibility and the ability to make a noticeable impact on day-to-day operations.
Preferred Experience
Experience in one or more of the following areas is preferred:
- Office administration
- Operations coordination
- Project coordination
- Construction administration
- Customer service
- Dispatching or service coordination
- Accounts receivable or invoicing
- Billing or accounting support
- CRM or project-management software
- QuickBooks or similar accounting software
- Microsoft 365 / Microsoft Office, including Outlook, Excel, and Word
Experience in a construction, landscaping, property management, HVAC, plumbing, or other service-based business is a plus, but not required.
Spanish-English bilingual ability is a plus, but not required.
Previous landscaping experience is not required. We are more interested in finding someone who is organized, capable, dependable, and willing to learn our systems.
What Success Looks Like
Success in this role means new leads are contacted quickly, qualified customers are scheduled, estimates and work orders keep moving, customers receive timely responses, contracts and paperwork stay organized, completed work gets invoiced, overdue invoices are followed up on, and important information reaches the right people without the owner or field team having to constantly track it down.
This is an important position within One Landscape with the potential to develop into a full-time office and operations management role as the company continues to grow.
Pay: $20.00 - $30.00 per hour
Work Location: Hybrid remote in Caldwell, ID 83605
