Job Description

Position Title: Landscape Maintenance Account Manager

Reports to: Production Director

Date Prepared: January 16, 2023

Exemption Status: Exempt

We care about our employees, our clients, and our planet. We pride ourselves on creating a team environment and creating value for every individual here at EE. We encourage creativity, innovation, and feedback, because we want to be the best landscaping company in Northern Virginia to work for.

Position Summary:

The Landscape Maintenance Account Manager serves in a leadership capacity that will ensure that all the landscape maintenance agreements between the company and the clientele will be safely fulfilled to the clients’ full expectation, as per stated contracts, and with fiscal responsibility in mind for the company at all times.

As with all positions within the company, the individual chosen for this role will recognize that successfully meeting client and company expectations will support the future stability and growth of the organization and their own future employment opportunities. The Landscape Maintenance Account Manager shall uphold our principal company value that each individual, particularly one in a leadership role, shall promote a positive company image with clients, among fellow employees, and with the general public.

Key Responsibilities and Duties:

Workforce Planning, Management and Team Development

• Responsible for the active recruiting, interviewing , and selection of qualified candidates for the Crew Manager position and trains/coaches Crew Members on the same for their teams.
• Ensure the performance expectations, skills and knowledge of team members are meeting the needs of the work that is under contract. Annually review, update, or develop written job responsibilities and performance expectations for each known position within the maintenance teams with input from the Office/HR Manager and Operations Director.
• Communicate job responsibilities and duties to direct team members by use of written job descriptions and ensure they are doing the same for their team members.
• Ensures that team members attend and participate in company meetings as requested.
• Assist in the development of and implement a workforce development program (training) designed to close the performance gaps for direct-report employees. Ensure Crew Managers are doing the same.
• Ensure all training is documented, signed by the employee, and recorded appropriately with assistance from the Office/HR Manager.
• Conduct periodic hands-on skills assessments as necessary to ensure safety and proficiency of skills/knowledge. Ensure Crew Managers are doing the same for their team members.

Workforce Planning, Management and Team Development (Continued):

• Conduct individual performance feedback reviews in a timely manner with team members utilizing company guidelines. Ensure Crew Managers are doing the same for their team members within 2 weeks of scheduled review.
• Provide creative suggestions to develop and improve a reward and recognition system for individual employees and teams that achieve performance expectations.
• Ensure that any voluntary or involuntary employee status changes are communicated to appropriate parties in a timely manner (written documentation within 24 hours)
• Provide guidance and coaching that meets company expectations and allows the company to maintain compliance with federal, state, and legal boundaries as necessary and appropriate, including communicating performance deficits, retraining and possible discipline and termination when necessary. Train and ensure Crew Managers are doing the same for their team members.
• Conducts wage reviews for assigned Crew Managers using company wage guidelines and wage review system.
• Advises Crew Managers on conducting wage reviews with their team members using company wage guidelines and wage review system.
• Trains Crew Managers how to be recruiters for the team
• Responsible for maintaining a 90% or higher per year employee retention rate of assigned Crew Managers.

Contract Execution Oversight

• Assigns newly sold contracts by the team or received from the Business Development Director to Crew Managers with available capacity in a timely manner.
• Confirms scheduled work with clients prior to execution.
• Prior to the week’s start, reviews upcoming weekly schedule with Crew Managers adequate labor, materials and equipment are available according to job estimates
• Communicates daily with Crew Managers on performance and productivity methods to achieve results.
• Continuously evaluates results and communicates those results to team members, Operations Director and President. Provides suggestions for improvement to maximize business opportunities and reach company financial goals.
• Visits job sites daily to ensure contract compliance and conducts informal client satisfaction interview on a minimum of 10% of all jobs bi-weekly.
• Ensures that backlog of work is continuously filled and adjusted to meet workload schedule.
• Coordinates purchasing of material to sites with Estimating/Procurement Manager to ensure on-time deliveries
• Ensures that Crew Managers have the appropriate staff, tools, and equipment to meet the needs of the assigned work.
• Ensures that Crew Managers are accurately recording and turning in labor and materials records in a timely manner, as per company policy
• Review and approve payroll/job labor hours, materials, and production records daily and submit them promptly to appropriate support staff for processing.
• Completes all request forms pertaining to workforce management, materials, equipment, safety gear, tools etc…in a timely manner to the appropriate party(ies) when needed.
• Ensures that all team members are conducting assigned work in a safe manner, following company policy and procedures as well as equipment/tool manufacturer’s operating instructions.
• Promptly addresses any production issues and develops strategies to overcome performance deficits to maintain financial and client service expectations.

Client Service and Sales

• Captures rate of renewal maintenance agreements for existing landscape enhancements and maintenance customers at 90% rate or higher.
• Ensure that self and Crew Managers diligently pursue extras and change orders for existing contracts and that the given goals are being met on a quarterly basis.
• Ensure that clients requesting services and responded to promptly and within one week of request.
• Ensure adherence to the company proposal calendar and that contract renewals are delivered in a timely manner, including follow-up with client.
• Actively participates in company marketing, programs, and promotions.

Financial Control and Budget Management

• Reviews and monitors the financial results of all jobs in progress using established company guidelines to ensure that active jobs are achieving the financial performance goals; develops corrective actions with Crew Managers to resolve performance problems for under-performing jobs.

• Attains actual revenues and profits against budgeting estimates monthly utilizing the Profit and Loss statement for the division
• Ensures labor and materials direct cost estimates are met or under projections.
• Adjusts labor hours as necessary to ensure adequate financial cost and timely completion.
• Approves all overtime hours prior to work assigned to Crews
• At the completion of each job, conducts and budget to actual job cost analysis per direct cost line item with the assistance of Operations Director. Communicates adjustments needed to appropriate parties.
• Periodically reviews Production rates for assigned work and provides feedback to those estimating work.
• Maintains accurate inventory records and conducts periodic counts for all materials on hand, tools, vehicles/equipment, employee uniforms and other direct or indirect costs as required by the company
• Ensures team keeps accurate fuel records
• Ensures that inventory control sheets are turned in timely to the appropriate responsible parties.

Equipment and Vehicle Use and Care

• Demonstrates good care, cleanliness and custody of truck, trailer, tools, and equipment by following preventative maintenance procedures and the same for team members.

• Understands and ensures compliance with the driving policies
• Ensures that all drivers have been properly trained and are in compliance with state and federal regulations, including proper licensure, and are in compliance with the company insurance carrier.
• Understands and follows State Weight Station requirements and procedures, as required by law.
• When needed, takes assigned vehicle to emissions testing prior to expiration date at appropriate state inspection sites.
• Follows and trains assigned team members on the company procedures for vehicle or equipment breakdown or other incidents.
• Communicates to Crew Managers the procedures for the usage of snow and ice equipment.
• Follows and communicates to Crew Managers the given procedures for checking out shop vehicles for business use.
• Follows and communicates to Crew Managers the procedures for requesting service and/or repair work from the shop staff.
• Actively research new tools, vehicles, and equipment available in the marketplace.
• Provide input on the development of the capital budget for their team needs.

Job Qualifications:

Experience and Education

• Minimum 2-year college degree in horticulture or related field preferred or proven relevant experience.
• Minimum 5 years of landscape maintenance/plant healthcare, irrigation/lighting experience with at least 3 year of supervisory experience.
• Must be able to work in a fast-paced environment and sufficiently manage time to meet deadlines.
• Must be able to organize self and work area to maximize efficiency and minimize errors/loss of documentation.

Language Skills

• Must be able to read, write and converse in fluent English with clients, co-workers, government representatives and the public at-large.
• Must possess basic Spanish conversational skills.

Computer Skills

• Be able to work with BOSS
• Create, Interpret, edit, and print information using Excel and WORD software application
• Create, edit, print written documents using Word software application
• Open, create, send, and receive inter and intra-company e-mails

Mathematical Skills

• Must possess a basic knowledge of addition, subtraction, multiplication & division
•  Ability to calculate the following: percentages, area, circumference, volume, diameter by use of basic geometric and other job specific mathematical calculations.

Physical Demands and Work Environment

• Employee is frequently required to stand, walk, handle, reach with hands and arms, stoop, kneel, crouch, or crawl, talk and hear. Occasionally, employee will sit, climb, or balance. The employee must occasionally lift and /or move objects up to 100 pounds. Vision ability includes close vision, distance vision, depth perception and ability to adjust focus.
• Employees in this position are periodically exposed to outside weather conditions including extreme cold, heat, wind, and rain. Employees are occasionally exposed to fumes or airborne particles, toxic or caustic chemicals. Employees are occasionally exposed to moving mechanical parts.

Special Skills and Licensure

• Valid, current Class C license with Medical Card
• Pesticide license
• Willingness to obtain Irrigation Association Irrigation Auditor certification designation
• CLT required within 2 years of assuming the position
• Ability to read and interpret landscape blueprints.
• OSHA 10 Hour certification preferred; and /or First Aid and CPR Certified required within 1 year of accepting position
• General estimating and budgeting system knowledge
• Proficient on job hour tracking system