Landscape Operations Coordinator

Landscape Operations Coordinator

Company: Nathan Wright Landscape Design Location: Chicago, IL 60647 (In-person) Job Type: Full-time Salary: $55,000–$70,000 per year Schedule: Monday to Friday

About Us

Nathan Wright Landscape Design is a residential landscape firm in Chicago that builds and maintains high-end outdoor spaces. We've been in business for over a decade and our reputation is built on reliability, follow-through, and getting the details right — every time. We are a small, structured team where every role has clear ownership and accountability. If you do your job well, everyone else can do theirs.

The Role

We need someone to own scheduling, work tickets, and daily operational coordination for our field crews. This is a process-driven, detail-intensive role where success is measured by whether every crew has a complete schedule, every contracted service has a work ticket, and nothing gets missed.

You will build weekly schedules, create and manage work tickets in Aspire, and keep our operational data clean and accurate. You will also manage our office environment and handle routine scheduling communications with clients — confirming dates, relaying updates, and making sure information is accurate and timely.

This is not a creative role. It is not a client relationship role. It is not a role where you wing it. This is a role for someone who finds genuine satisfaction in a system that runs exactly the way it should.

This role reports to our Director of Field Operations.

What You'll Do

Scheduling & Work Ticket Management — This Is 70% of the Job

• Create and manage all maintenance, enhancement, and build work tickets in Aspire
• Build complete weekly crew schedules aligned with contracted services, seasonal timing, and crew capacity
• Pre-load recurring work tickets from signed maintenance agreements at the start of each cycle — no scrambling week-of
• Update, reprioritize, and adjust tickets daily as conditions change (weather, crew availability, equipment)
• Ensure every single contracted service has a corresponding work ticket — if it's not in Aspire, it doesn't exist
• Track completion, flag overdue items, and follow up until every ticket is closed
• Maintain documentation standards — every ticket, every update, every change recorded

Office Management

• Keep the physical office clean, organized, and stocked at all times
• Check and sort mail daily; deposit checks on schedule
• Monitor and reorder supplies before they run out
• Maintain organized digital and physical filing systems
• Handle the routine, repeatable tasks that keep the business running — and do them the same way every time

Client Scheduling Communications

• Send scheduling confirmations and service date updates to clients via phone, email, or text
• Monitor the company inbox; triage, respond to routine items, and route everything else
• Answer scheduling-related questions with accurate, up-to-date information
• Keep communications brief, accurate, and professional — this is information delivery, not relationship management

System Ownership

• Become the internal expert on Aspire's scheduling and work ticket functions
• Keep data clean — no orphaned tickets, no missing dates, no duplicates, no "I'll fix it later"
• Build templates and recurring ticket structures that reduce manual entry
• Use AI tools (Claude, Claude Cowork, Claude Code, Gemini) to draft communications, build templates, streamline repetitive tasks, and manage information across platforms
• Identify and recommend process improvements — if something can be done more consistently or efficiently, say so

This Role Is NOT

• A client relationship or account management role
• A sales or business development role
• A design, horticultural, or creative role
• A supervisory or crew management role
• A role where you improvise process or make judgment calls outside your scope
• A role with a lot of variety day-to-day — the work is consistent, structured, and repeatable, and that's the point

If you read that list and felt relieved, keep reading.

Who You Are

• You have a system for everything and you actually follow it
• You measure a good day by whether everything got done, documented, and closed out
• You would rather do something right than do it fast
• You notice when something is out of place — a missing date, an unassigned ticket, a supply running low — and you fix it without being asked
• You don't need variety to stay engaged; you find satisfaction in doing repeatable work to a high standard
• You follow established processes exactly, and when a process doesn't exist, you build one
• You communicate clearly and directly — no fluff, no ambiguity
• You are not easily distracted by the urgent when you've already committed to the important
• You are comfortable with AI tools and curious about using them to work more efficiently
• When someone asks "did that get done?" your answer is always yes, and you can show them where

Qualifications

• 2–5+ years in scheduling, operations coordination, office management, or administrative roles
• Proven track record of managing high volumes of detail without things falling through the cracks
• Experience with scheduling or project management software (Aspire experience is a strong plus)
• Proficiency with Asana, Slack, Google Workspace, or similar platforms
• Strong written communication skills — clear, accurate, concise
• Comfort with repetitive, process-driven work in a structured environment
• Landscape industry experience is a plus but not required — what matters is that you're reliable, organized, and precise
• AI fluency required — you should be comfortable using tools like Claude, Claude Cowork, Claude Code, and Gemini to draft communications, build templates, and streamline your work. We don't need you to be an expert, but we need you to be someone who reaches for these tools instinctively, not reluctantly

What We Offer

• $55,000–$70,000 based on experience
• 2 weeks paid vacation annually + 5 days paid sick time
• Health benefits — NWLD covers 50% of the employee premium
• A structured, professional work environment where your attention to detail is valued, not overlooked
• Clear role ownership — you will know exactly what's yours and be trusted to handle it
• Room to grow as our operations scale

Tools We Use

Aspire · Asana · Slack · Google Workspace · RingCentral

Nathan Wright Landscape Design is an equal opportunity employer.

Pay: $55,000.00 - $70,000.00 per year

Benefits:

• 401(k)
• Health insurance
• Paid time off

Application Question(s):

• How many years of experience do you have with scheduling or operations coordination?
• Are you comfortable working in a role where the work is highly structured, repetitive, and process-driven — with the same core tasks every day?
• This role requires in-person work at our Chicago office Monday through Friday. Does that work for you?
• Do you have experience with Aspire software?
• Have you worked in the landscape, construction, or field services industry?
• Describe a system or process you built or improved in a previous role to keep things from falling through the cracks.
• Do you use AI tools (like Claude or Gemini) in your current work? If so, how?
• What does a successful day look like to you in an operations role?"

Work Location: In person