Landscape Maintenance Coordinator

Job Title : Landscape Maintenance Coordinator

Job Summary : The Landscape Maintenance Coordinator is responsible for overseeing and coordinating all administrative tasks related to the landscape maintenance department. This includes managing schedules, communicating with clients regarding Accounts Receivable, and team members, and ensuring the efficient operation of maintenance projects. The Coordinator plays a critical role in supporting the landscape maintenance team and helping to ensure high-quality service delivery to our clients.

Responsibilities and Duties :

1.             Schedule Management :

Coordinate the proper scheduling of landscape maintenance activities, including maintenance visits, maintenance extras, turf care, tree work, and irrigation.

Ensure that maintenance tasks are scheduled efficiently to meet client needs as well as proper scheduling in terms of frequency, based on pre-determined schedules.

2.             Client Communication :

Act as the primary point of contact for clients regarding maintenance inquiries as they relate to Accounts Receivable.

Maintain open and effective communication with clients to address concerns as it relates to invoicing and accounts receivable.

Communicate with Account Managers when assistance is needed in collecting monies owed.

3.             Team Coordination :

Collaborate with the landscape maintenance managers to assign tasks, distribute work orders, and monitor the progress of work orders and maintenance tasks.

4.             Record Keeping :

Maintain accurate records of maintenance schedules, work orders, and client communication.

Prepare reports on maintenance activities, project completion, and client feedback. This includes job P&L’s and over / under hours reports for specific jobs and clients.

Run iCrewTek (timekeeping) reports for Texas and Oklahoma maintenance

Process, calculate, and enter timesheets into payroll module. Audit accuracy of all entries.

5.             Budget and Inventory :

Assist in monitoring and managing the budget for landscape maintenance projects, including tracking expenses and costs.

Sends increase letters to clients where it is determined increases are needed.

6.             Quality Control :

Perform quality checks on completed maintenance paperwork to ensure it meets the company's standards.

Address any missing paperwork relating to maintenance tasks and maintenance extras and promptly develop improvement strategies as needed.

7.             Compliance and Safety :

Maintain records related to safety training and incident reports.

8.             Administrative Support :

Provide general administrative support, including filing, data entry, and document management.

Assist in the preparation of proposals, contracts, and invoices for maintenance services as needed.

Assist in sending jobs to production.

Qualifications and Requirements :

High school diploma or equivalent (associate or bachelor’s degree in a related field is a plus).

Previous experience in administrative roles, preferably in the landscaping or maintenance industry.

Excellent organizational and communication skills.

Proficiency in computer applications, including MS Office (Word, Excel, Outlook).

Knowledge of landscape maintenance equipment, terminology, and procedures.

Strong attention to detail and the ability to multitask effectively.

Ability to work collaboratively with a diverse team and adapt to changing priorities.

Knowledge of safety regulations and practices in the landscaping industry is desirable.

Valid driver's license and the ability to travel to job sites as needed.

This job description is a general outline of the responsibilities and qualifications for the Landscape Maintenance Coordinator position and may be subject to modification as the needs of the organization evolve.

Employee signature below constitutes employee’s understanding of the requirements, essential functions and duties of the position. I acknowledge I received a copy of this job description and agree to fulfill all requirements, duties and responsibilities to the best of my ability.