Operations and Office Coordinator
Company: NuScape Landscaping
Location: Gravenhurst / Muskoka, Ontario
Position Type: Full-Time
Reports To: Owner / Operations Manager
About NuScape
NuScape Landscaping is a growing Muskoka-based landscape company specializing in high-end landscape construction, property care, garden centre sales, and premium outdoor environments. We work on some of the region’s most beautiful properties and are building a team that values organization, professionalism, communication, accountability, and pride in the work we deliver.
As our company continues to grow, we are looking for an Operations and Office Coordinator to help keep daily operations running smoothly, support our crews, improve communication, and ensure clients receive a professional and organized experience from start to finish.
Position Overview
The Operations and Office Coordinator plays a key role in connecting the office, field crews, clients, suppliers, and management team. This person helps coordinate scheduling, communication, purchasing, paperwork, job tracking, client follow-up, and daily administrative tasks.
This role is ideal for someone who is highly organized, proactive, detail-oriented, and comfortable working in a fast-paced environment where priorities can change throughout the day. You do not need to know everything about landscaping, but you must be willing to learn, take ownership, and keep things moving.
Key Responsibilities
Office and Administrative Support
Manage daily office communication, including phone calls, emails, messages, and client inquiries.
Assist with scheduling estimates, site visits, crew work, deliveries, and client meetings.
Prepare, organize, and maintain job files, client records, supplier information, and internal documents.
Support the creation and organization of quotes, work orders, invoices, purchase orders, and change order documentation.
Help ensure paperwork, timesheets, receipts, photos, and job notes are collected and filed properly.
Maintain office systems so information is easy to find and nothing falls through the cracks.
Operations Coordination
Assist with daily coordination between management, crews, suppliers, subcontractors, and clients.
Help organize weekly schedules for landscape construction, garden care, planting, maintenance, and garden centre-related work.
Track job progress, outstanding tasks, materials needed, and follow-up items.
Help coordinate material orders, deliveries, rentals, locates, subcontractors, and supplier communication.
Support crews by ensuring they have the information, documents, materials, and details needed before arriving on site.
Communicate schedule changes, weather delays, client updates, and job priorities clearly and professionally.
Client Communication
Provide professional and friendly communication with clients throughout the project or service process.
Follow up with clients regarding scheduling, approvals, payments, selections, service requests, and project updates.
Assist in creating a smooth client experience by keeping communication timely, clear, and organized.
Help document client requests, concerns, decisions, and approvals so the team has accurate information.
Escalate client issues or urgent concerns to management when needed.
Purchasing and Supplier Coordination
Assist with sourcing, ordering, and tracking materials, plants, hardscape products, tools, equipment, rentals, and supplies.
Communicate with suppliers regarding pricing, availability, substitutions, pickup times, and delivery schedules.
Keep purchase records organized and help match receipts, invoices, and job costing information.
Support inventory tracking for commonly used materials, tools, uniforms, office supplies, and garden centre products.
Job Tracking and Internal Systems
Help maintain project management systems, calendars, spreadsheets, CRM software, and internal checklists.
Track job-related details including start dates, completion dates, crew assignments, material status, deficiencies, and client follow-ups.
Assist with collecting job photos, before-and-after images, and documentation for marketing or client communication.
Support management with reporting, planning, and improving internal processes.
Team Support
Act as a central point of communication between the office and field.
Help the team stay organized and accountable by following up on open tasks.
Assist with onboarding new staff, collecting employee paperwork, organizing uniforms, and supporting training documentation.
Help create a professional, organized, and positive work environment.
Qualifications
Previous experience in administration, office coordination, operations support, scheduling, customer service, or project coordination is preferred.
Experience in landscaping, construction, trades, property maintenance, or a service-based business is an asset.
Strong organizational and multitasking skills.
Excellent written and verbal communication.
Comfortable using computers, email, calendars, spreadsheets, and office software.
Ability to learn new systems and technology.
Strong attention to detail.
Professional, calm, and solutions-focused when dealing with clients, staff, and suppliers.
Able to prioritize tasks in a busy environment.
Reliable, accountable, and willing to take ownership of responsibilities.
Ideal Candidate
The right person for this role is someone who:
Is organized and naturally likes creating order.
Can keep track of many moving parts without getting overwhelmed.
Communicates clearly and professionally.
Takes initiative instead of waiting to be told every step.
Understands that details matter.
Can follow up without being reminded.
Enjoys supporting a team and helping operations run better.
Is comfortable working with both office staff and field crews.
Wants to grow with a company and help improve systems over time.
Compensation
Compensation will be based on experience, skill level, and fit for the role.
Schedule
Full-time position. Hours may vary seasonally based on the needs of the business, with the busiest period typically being spring through fall.
How to Apply
Please send your resume and a short message explaining why you would be a good fit for this role. PHONE CALLS NOT ACCEPTED.
Job Type: Full-time
Pay: $25.00-$30.00 per hour
Benefits:
Ability to commute/relocate:
- Washago, ON: reliably commute or plan to relocate before starting work (required)
Work Location: In person
