Overview:
We are currently seeking a detail-oriented and organized individual to join our team as an Operations & Administrative Assistant at EcoBridge Landscape. This role will be primarily virtual, with in-person meetings on a monthly basis, and is crucial in supporting the administrative functions of our landscaping operations. Success in this role isn't measured only by completing tasks, it's measured by making the business more organized, efficient, and easier to operate. We value team members who identify better ways of doing things and take initiative to implement improvements.
Ideal Candidate:
You are located in MetroVancouver and love creating order from chaos. You are someone who notices inefficiencies, enjoys building checklists and processes, and gets satisfaction from making work easier for everyone. You don't wait to be told what to do, you anticipate needs, solve problems, and look for ways to improve the business every day.
Responsibilities:
Operations & Executive Support
- Provide day-to-day administrative support to the Owner/Project Manager, helping keep projects and business operations organized and on track.
- Manage calendars, coordinate meetings, and prioritize appointments.
- Monitor, organize, and respond to emails while ensuring important matters are addressed promptly.
- Anticipate administrative needs and proactively solve problems before they become issues.
Project Administration & Coordination
- Support the estimating and bidding process by gathering supplier pricing and product information.
- Research municipal bylaws and permit requirements.
- Submit BC Digs tickets to obtain utility provider information when required.
- Assist the company owner with scheduling landscaping projects and coordinating timelines with clients, suppliers, and subcontractors.
- Communicate with clients via phone, text and email.
- Prepare and maintain project documentation, timelines, and client records.
Payroll & Administration
- Prepare and process bi-weekly employee timesheets for payroll.
- Ensure project files, photos, permits, and documentation are accurate and up to date in Google Drive.
Customer Experience
- Respond to client inquiries professionally and promptly.
- Provide exceptional customer service while maintaining a friendly and professional approach.
- Help ensure every client interaction reflects the company's commitment to quality and service.
Marketing & Website Support
- Update website content using WordPress, including project portfolios, team information, and service offerings.
- Upload project photos and maintain online galleries.
- Update company profiles on Google Business Profile and Houzz.
- Work with the marketing team to ensure online content remains current and aligned with company branding.
Process Improvement
- Continuously look for opportunities to improve systems, workflows, and administrative processes.
- Recommend and implement tools or automations that improve efficiency and reduce manual work.
- Help develop standard operating procedures (SOPs) and maintain organized business systems.
- Take ownership of assigned responsibilities and work independently with minimal supervision.
Preferred Experience
- Administrative or executive assistant experience
- Project coordination experience
- Google Workspace
- WordPress
- QuickBooks Online
- CRM or project management software
- Experience in landscaping, construction, trades, or service-based businesses is considered an asset.
Work Schedule:
- Part-time hours, Monday, Wednesday, Friday. flexible virtual schedule (15-20 hours per week). Opportunity to increase to full-time hours in the future.
- $20-24/hr depending on experience
- Will require monthly in-person meeting and occasional site visits
Benefits:
- Competitive hourly wage
- Opportunities for professional development
- Positive and collaborative virtual work environment
- Team outings
Pay: $20.00-$24.00 per hour
Expected hours: 15.0 – 20.0 per week
Benefits:
- Casual dress
- Company events
- Flexible schedule
Experience:
- Administrative: 1 year (required)
Language:
- English fluently (required)
Location:
- Metro Vancouver Regional District, BC (required)
Work Location: Hybrid remote in Metro Vancouver Regional District, BC
