Are you highly organized, detail-oriented, and passionate about keeping projects on track and clients informed? Do you thrive in a fast-paced environment where timelines, scheduling, and communication are key? If so, we’d love to meet you!
Secret Garden Landscapes is seeking a Project & Client Coordinator to help manage the flow of our design, installation, and maintenance projects. This role is essential in ensuring that projects run on schedule, teams have what they need, and clients stay informed every step of the way.
About Secret Garden Landscapes
At Secret Garden Landscapes, we create and maintain beautiful, sustainable outdoor spaces. Our projects range from high-end landscape designs and installations to ongoing maintenance for our valued clients. We believe that strong organization and communication are just as important as great design, and that’s where you come in!
The Project & Client Coordinator will be the key liaison between clients, designers, installers, and maintenance teams, ensuring that projects run efficiently from start to finish.
About the Role
This is a multifaceted role that combines project scheduling, client communication, materials procurement, and team coordination. You’ll help ensure our design, installation, and maintenance services stay on track by managing timelines, schedules, and communication across all teams.
You’ll also maintain our internal systems and app to keep everyone informed and organized. This position is perfect for someone who is a natural problem solver, thrives on organization, and enjoys working with people.
Key Responsibilities
Project Scheduling & Timeline Management – Keep all projects on schedule, coordinating timelines for design, installation, and maintenance.
Client Communication & Relations – Serve as the primary point of contact for clients, providing updates and ensuring excellent service.
Team Coordination & Liaison – Act as the bridge between designers, installers, maintenance crews, and clients, ensuring smooth communication.
Maintenance App Management – Keep our maintenance scheduling app up to date, ensuring teams have their schedules and job details.
Procurement & Ordering – Order and track materials for installation and maintenance teams, ensuring everything arrives on time.
Communication & Updates – Send project updates, reminders, and follow-ups to clients and teams.
Meeting & Workflow Coordination – Organize internal team check-ins, project reviews, and scheduling meetings.
Problem-Solving & Issue Resolution – Address delays, conflicts, or client concerns proactively to keep projects on track.
What We’re Looking For
The ideal candidate is highly organized, proactive, and great with communication. We’re looking for someone who:
Has experience in project coordination, scheduling, or operations (landscaping or design experience is a plus)
Is highly organized and detail-oriented – able to manage multiple projects at once
Thrives in a fast-paced environment and can adjust quickly to changing schedules
Is comfortable communicating with clients, vendors, and team members
Has strong problem-solving skills and takes initiative to keep things running smoothly
Is proficient in scheduling tools, project management software, and Microsoft Office
Has experience managing or maintaining an internal system or app (or is tech-savvy enough to learn quickly)
Has reliable transportation for site visits and meetings as needed
Resides in SF East Bay
Hours & Compensation
Hourly or Salary Pay (based on experience)
1099 contractor or W2 position available
Flexible ~20-30 hours per week, with potential for full-time growth
Hybrid role – some remote work, some on-site coordination as needed
Why Join Secret Garden Landscapes?
Dynamic & Engaging Work – Every day is different, working with clients, designers, and installation teams.
Collaborative Team Environment – Work alongside a creative, passionate team dedicated to designing and maintaining beautiful landscapes.
Growth Potential – Opportunities to expand your role as our company grows.
Impactful Work – Help transform outdoor spaces while ensuring our clients have a seamless experience.
How to Apply
If this opportunity excites you and you’re ready to bring organization and efficiency to Secret Garden Landscapes, we’d love to hear from you!
📩 Email the following to info@secretgarden-landscapes.com:
Your Resume
A Cover Letter explaining why this role is a great fit for you
We look forward to meeting you and welcoming you to our team!
Secret Garden Landscapes – Designing Sustainable Beauty, One Garden at a Time.
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