Administrative Assistant & Proposal Coordinator

Canopy Landscapes is seeking a highly organized and adaptable Administrative Assistant & Proposal Coordinator to work directly with the owner. This position combines proposal writing with general administrative and business support.

The ideal candidate is professional, detail-oriented, and comfortable managing shifting priorities and a variety of responsibilities. This person does not need to be a landscape expert but should have a genuine interest in understanding how landscape projects are planned and completed, along with the initiative to learn relevant processes and terminology.

Primary Responsibilities

Proposal and Sales Support

· Assist the owner with preparing customer proposals from start to finish.

· Gather necessary information for proposals, including project details, materials, and pricing.

· Enter proposal information into estimating software accurately and efficiently.

· Communicate with vendors to obtain pricing, availability, and product information.

· Support the owner with any additional tasks related to proposal preparation and sales support as needed.

Administrative Support

· Perform administrative, operational, and business-related tasks as directed by the owner.

· Handle confidential or sensitive information with discretion.

· Perform other duties and special projects as assigned.

Landscape Industry Understanding

Prior landscaping experience is helpful but not required. The successful candidate must demonstrate an interest in the landscape industry and take initiative to understand:

· The general process of estimating, selling, planning, and completing a landscape project.

· Common landscape construction, horticulture, maintenance, and design terminology.

· How information moves between customers, estimators, designers, vendors, office staff, and production teams.

· The information necessary to prepare an accurate and clearly written proposal.

Qualifications

· Experience writing proposals, estimates, scopes of work, or other business documents is preferred.

· Experience in landscaping, construction, design-build, or another service-based business is beneficial but not required.

· Excellent attention to detail.

· Professional demeanor and sound judgment.

· Ability to switch directions quickly when priorities change.

· Strong problem-solving and critical-thinking skills.

· Ability to communicate clearly, efficiently, and professionally.

· Ability to work independently and take initiative.

· Strong organizational and time-management skills.

· Ability to manage multiple assignments and deadlines.

· Comfortable receiving direction and completing a wide variety of tasks.

Ideal Candidate

The ideal candidate:

· Notices details and takes pride in producing accurate, polished work.

· Presents themselves professionally with customers, employees, vendors, and business partners.

· Can quickly shift between tasks without losing track of priorities.

· Approaches unfamiliar assignments with curiosity and initiative.

· Identifies problems, gathers the necessary information, and works toward practical solutions.

· Communicates directly and efficiently.

· Is dependable and follows assignments through to completion.

· Is comfortable with a role that may change from day to day based on the needs of the owner and the business.

· Wants to understand how the company operates and contribute wherever support is needed.

Measures of Success

Success in this role means:

· Proposals are accurate, professional, and completed on time.

· Instructions are understood and carried out with minimal follow-up.

· Details and potential errors are identified before documents are sent.

· The owner spends less time managing miscellaneous administrative tasks.

· Changing priorities are handled calmly and effectively.

· Communication is timely, clear, and professional.

· Assigned tasks are completed thoroughly and followed through to resolution.

Job Type: Full-time

Pay: $25.00 - $32.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Application Question(s):

• What inspired you to work in the landscape industry?
• Are you able to work Monday-Friday 7am - 3:30pm?

Experience:

• Office: 3 years (Required)

Work Location: In person

Salary : $25 - $32