Executive Assistant/Project Coordinator

Executive Assistant / Project Coordinator

Location: Grants Pass, OR (On-site)

Hours: Monday-Friday, 6:45 AM - 4:00 PM

Compensation: $19.00-28.00 per hour DOE

Start Date: ASAP

Overview

We are seeking a proactive, highly organized Executive Assistant to support Dan, the founder and install division leader of our landscape company. This hybrid role blends executive support with light operations and project coordination. You’ll also take on key responsibilities previously handled by our outgoing production manager, ensuring continuity and excellence across job tracking, estimating, and customer billing. The ideal candidate is tech-savvy, fast and accurate with typing, and thrives in a fast-paced, hands-on environment.

Key Responsibilities

Executive Support

- Manage Dan’s calendar, schedule meetings, and coordinate daily priorities

- Book travel and handle logistics as needed

- Run local errands and provide day-to-day support to Dan

Project Coordination & Contract Support

- Manage the contract process: prepare documents, obtain signatures, and collect deposits

- Schedule landscape install jobs using LMN software

- Track job progress and status with field crews

- Record completion dates and assist with job close-out in LMN

- Prepare final invoices based on contract terms

Estimating Support

- During sales calls, enter bid details in real-time as Dan relays them over the phone

- Accurately input job specs, materials, and labor estimates into LMN or designated tools

- Assist in preparing and formatting proposals for client delivery

Administrative & Communication Duties

- Act as liaison between Dan and team members

- Maintain accurate project records, digital files, and communication logs

- Draft documents and correspondence with clarity and professionalism

-Credit Card expense tracking for install teams

-Entering receipts for install projects

-Following up on AR for install projects

-Tracking monthly sales on Construction Sales Projects

Qualifications

- 3+ years in an executive assistant, project coordinator, or operations role (experience in construction or landscaping preferred)

- Strong proficiency in Microsoft Word and Excel (including templates, formatting, and basic formulas)

- Fast and accurate typing skills

- Experience with LMN or similar project management software (or willingness to learn)

- Excellent written and verbal communication skills

- Highly organized with exceptional attention to detail

- Proactive, dependable, and able to prioritize effectively in a dynamic environment

Team Culture & Fit

We’re a tight, hardworking team that values collaboration, respect, and a good sense of humor. Our office culture is fast-moving but supportive - we show up early, pitch in wherever needed, and always have each other’s backs. We’re looking for someone who takes initiative, communicates clearly, and has a naturally helpful attitude. If you’re the kind of person who sees something that needs doing and jumps in, you’ll fit right in.

Position Details

- Full-time (approx. 40 hrs/week)

- On-site position; occasional local errands required

- No travel or weekend work required (except occasional special requests)

- Reports directly to Dan