Operations Administrator at Gothic Landscape in Riverside, CA

Job description

• Looking for More Than Just a Job? Build Your Career with Gothic Landscape.
• At Gothic Landscape, we believe great work starts with great people. We’ve built our culture around extraordinary service, strong relationships, teamwork, and opportunities to grow.
• We are looking for an Operations Administrator who enjoys being at the center of a busy operation and working with people across both the field and office. In this role, you’ll partner closely with Operations Managers and Superintendents to keep projects organized, information flowing, and important items moving forward.
• If you’re organized, responsive, comfortable communicating with different teams, and someone who naturally takes ownership and follows through, this could be a great opportunity for you.
• We’re looking for someone who is organized, dependable, proactive, and comfortable working with a variety of people. You don't need to know everything on day one—we value someone who asks questions, learns quickly, and takes ownership of their work.

Responsibilities

• Partner with Operations Managers and Superintendents to support day-to-day operations and active projects.
• Coordinate with Accounting, Purchasing, Accounts Receivable, Accounts Payable, HR, Estimating, and other internal departments.
• Prepare and track client proposals, additional work authorizations, change orders, and other project documentation.
• Communicate with clients regarding approvals, purchase orders, documentation, and project follow-up.
• Maintain accurate Excel spreadsheets and tracking reports related to projects, billing, workloads, additional work, and client requests.
• Collect and organize documentation needed to support timely and accurate billing.
• Assist Operations Managers with project budgets, financial reporting, job costs, workloads, and billing status.
• Monitor labor, material, and equipment usage and help identify budget variances or areas that need attention.
• Coordinate customer service requests, work orders, scheduling, warranty requests, and client portals.
• Assist with purchasing, subcontractor coordination, project documentation, inspections, and other operational needs.
• Maintain organized project files, plans, reports, and records.
• Follow up on outstanding items, gather missing information, communicate updates, and help keep projects moving toward completion.

Requirements

• Previous experience in construction, landscaping, operations, project coordination, or a related field is highly preferred.
• Experience supporting field employees, project managers, superintendents, or operations teams is a plus.
• Strong organizational and follow-through skills with the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Strong customer service and relationship-building skills.
• Ability to analyze information, identify issues, and use good judgment when determining next steps.
• Strong Microsoft Excel skills are required.
• Experience with project financials, change orders, additional work, billing, or job costing is a plus.
• Bilingual English/Spanish is highly preferred.
• Ability to learn new software and systems quickly.

Skills

Required

• Strong Microsoft Excel skills
• Organizational skills
• Follow-through skills
• Ability to manage multiple priorities

Preferred

• Bilingual English/Spanish

Benefits

• Pay: $24+/Hour (DOE)
• 9 Paid Holidays
• Medical, Dental, Vision Insurance
• Paid Time Off & Paid Sick Time
• 401(k) & Match