Operations Coordinator VA (Landscaping & Construction)

• *Job Summary:** We are seeking a reliable and experienced Operations Coordinator VA (Landscaping & Construction) to manage the full lifecycle of landscaping, hardscaping, concrete, and masonry projects. This role involves handling inbound leads, communicating with clients and subcontractors, preparing estimates, scheduling site inspections and projects, and overseeing jobs from initial inquiry through invoicing. The ideal candidate has prior experience supporting a U.S.-based landscaping or construction company and can work independently with minimal supervision.

Key Responsibilities

• Answer inbound phone calls and respond promptly to client emails and text messages
• Engage with new leads and gather detailed project information from potential clients
• Coordinate with subcontractors to schedule site inspections and gather project scope
• Prepare clear, thorough, and accurate estimates for clients based on subcontractor pricing and applied markups
• Follow up with prospects to convert estimates into approved jobs
• Schedule approved projects and coordinate timelines between clients and subcontractors
• Serve as the main point of contact for clients and subs throughout active projects, handling questions, complaints, and requests
• Oversee projects through to completion and prepare and submit invoices
• Maintain organized records of leads, estimates, scheduled jobs, and ongoing communications
• Document standard operating procedures (SOPs) for recurring tasks and workflows

Mandatory Skills

• Proven experience working with a U.S.-based landscaping, hardscaping, concrete, or masonry company
• Strong understanding of estimating and project coordination in the trades
• Excellent written and spoken English with confident phone communication skills
• Proficiency in Microsoft Excel and Microsoft Outlook
• Ability to manage multiple leads, estimates, and active projects simultaneously
• Strong organizational and follow-up skills
• Reliable, detail-oriented, and able to work independently with minimal supervision
• Strong communication skills and ability to collaborate with clients and subcontractors professionally

Preferred Skills

• Conversational Spanish (helpful for communicating with subcontractors)
• Familiarity with CRM tools and willingness to help set one up
• Experience preparing construction or landscaping estimates from scratch
• Background in residential and commercial trade services (tree trimming, drainage, concrete walls, grounds maintenance)
• Ability to take initiative and identify process improvements
• Comfort growing into expanded responsibilities as the role evolves

• *Why Join Us:** This is a great opportunity to take ownership of a critical role in a long-established trade services business with a strong reputation. You’ll work directly with the owner, take real responsibility from day one, and have the chance to grow into a long-term, expanded role as you prove yourself. If you’re a self-starter who enjoys keeping operations running smoothly and helping a business grow, we’d love to hear from you.

Work Schedule

8:00 AM – 12:00 PM PST