Assistant Project Manager - Landscaping

Assistant Project Manager – Landscaping

Position Summary

We are seeking a detail-oriented Assistant Project Manager to support the planning, coordination, and execution of residential landscape construction projects. This role is split between office-based project administration and active field support — roughly equal parts — making it ideal for someone who thrives on both systems and job sites.

Working directly under an experienced Project Manager, the APM will own critical administrative functions including scheduling, documentation, invoicing, and subcontractor coordination, while also spending meaningful time in the field ensuring crews, materials, and timelines stay on track. This position is structured as an intentional development path into a full Project Manager role within 18–24 months.

Key Responsibilities

Project Administration & Coordination

• Manage project schedules, work packets, and documentation from job sold through close-out

• Create and maintain Gantt charts in collaboration with the Project Manager

• Draft and send purchase orders, change orders, and subcontractor confirmations

• Prepare and send project invoices at key milestones (pre-construction, progress, and final)

• Manage work orders and dispatch in project management software (Aspire)

• Coordinate material deliveries and logistics for materials not delivered directly to site

• Track labor hours, quantities, and production rates against project estimates

• Maintain accurate project files, photo documentation, and daily logs

• Support AR follow-up and escalate overdue accounts to Finance per company process

• Update calendars, schedule meetings, and keep all stakeholders informed of dates and changes

Field Support & Project Oversight

• Spend approximately half of work time in the field supporting active project sites

• Assist Project Manager with daily crew coordination, sequencing, and production oversight

• Conduct site walks to verify work matches plans, specifications, and client expectations

• Identify and communicate field issues — materials, crew needs, scope changes — to the PM promptly

• Support quality control and punch list completion at project closeout

• Enforce company safety policies and jobsite standards

• Verify proper installation practices across: irrigation, sod and planting, hardscape, drainage, grading, and landscape enhancements

Client & Team Communication

• Serve as the primary administrative point of contact for project coordination communications

• Keep Sales, clients, and subcontractors updated on schedules, changes, and milestones

• Assist Project Manager in managing client expectations throughout the project lifecycle

• Help resolve field or scheduling concerns professionally and promptly

• Build working relationships with vendors, subcontractors, and inspectors

Qualifications

Required

• Strong organizational skills with the ability to manage multiple projects and deadlines simultaneously

• Excellent written and verbal communication skills — comfortable with emails, scheduling, and client-facing updates

• Proficiency with project management software, Google Workspace (Calendar, Docs, Chat), and smartphones/tablets

• Ability to read and interpret landscape construction plans and specifications

• Valid driver's license with a clean driving record

• Willingness to work outdoors in varying weather conditions

Preferred

• 2 years of experience in landscaping, construction, project coordination, or a related field

• Familiarity with Aspire or similar field service / construction management software

• Experience with Gantt charts, scheduling, invoicing, or subcontractor coordination

• Background in residential landscaping, irrigation, hardscape, or site development

• Desire to grow into a full Project Manager role within 18–24 months

What We Offer

To apply, submit your resume and a brief note on your field experience and career goals.