Project Operations Administrative Assistant
About the company
We believe in building more than just outdoor spaces we build relationships, memories, and experiences. Rooted in our core values known as YARDIST, we lead with intention and integrity: You vs. Yesterday, Always the Long Game, Roll the Red, Develop Win-Win Relationships, Inspire Leadership, Sustain Gratitude, and Take Ownership. If you're someone who thrives on being the glue that holds things together and gets energy from bringing clarity to chaos, we want you on our team.
Position Summary
The Project Operations Coordinator serves as the vital link between our sales/design team and our construction crews. This role is ideal for a detail-obsessed organizer who excels at cross-departmental communication, thrives in fast-paced environments, and is ready to take ownership of getting the right materials and info into the right hands at the right time.
You ll own procurement and logistics, help stage and organize project materials, coordinate with vendors and subcontractors, and ensure that project info flows smoothly from concept to completion. You'll also support our integrated retail store operations and play a key role in CRM data and inventory accuracy.
Key Responsibilities
Project Execution & Support
- Act as the communication bridge between sales/design and production teams
- Print and prepare detailed project folders for hand-off to construction crews
- Organize project staging areas and ensure crews have what they need, when they need it
- Work closely with subcontractors and vendors to confirm delivery timelines and job site readiness
Procurement & Vendor Management
- Source materials and products based on project specs
- Negotiate vendor pricing and lead times to maximize project profitability
- Maintain strong relationships with suppliers and ensure win-win communication
Inventory & Retail Oversight
- Manage inventory for both our retail department and project-related materials
- Track, organize, and reconcile stock levels using Shopify POS
- Collaborate with retail team on seasonal adjustments and restocks
Data, CRM & System Maintenance
- Enter accurate data into CRM systems (Dynascape Manage / JobTread migration in process)
- Help maintain CRM workflows for sales-to-production transitions
- Input and review crew timesheets for accuracy and timely payroll processing
Estimating & Takeoffs (Optional/Trainable)
- Assist with job takeoffs and material quantity estimates as needed
- Support pre-construction documentation, pricing, and coordination with the design/sales team
Required Skills & Qualifications
- Proficient with systems like Shopify POS, Google Workspace, and CRM software (REQUIRED)
- Proven experience in construction, landscaping, operations, or supply chain coordination preferred
- Strong organizational and multitasking abilities you live for the checklist
- Excellent verbal and written communication skills; ability to keep everyone in the loop
- Quick to learn new systems and comfortable navigating data and digital tools
- Positive, proactive, and calm under pressure
- Must align with our YARDIST values especially Take Ownership and Develop Win-Win Relationships
- Ability to lift 50lbs
Bonus Points For
- Experience with landscape industry CRMs (JobTread, LMN, Dynascape Manage)
- Background in construction takeoffs or estimating
- Prior vendor or purchasing experience
- Bilingual (English/Spanish) is a plus, but not required
What Success Looks Like
- Crews show up to jobs fully equipped and on schedule
- Vendors are held accountable and trust you because you follow through
- Sales and production teams feel supported and empowered
- CRM and inventory systems are current, accurate, and organized
- Problems are addressed before they become fires
- You make the company better by living out our YARDIST values every day
Schedule: M-F 7am-4pm
Placement: Contract-to-Direct
Pay: $22/hour- $27.00/hour
Location: 80907
If hired into a permanant position, the benefits are: Medical, Dental & Vision after 90 days, SIMPLE IRA after 1 year of employment,
