Landscape Estimator & Coordinator

Landscape Estimator & Coordinator (Remote)

Location / Employment DetailsFully remote IC - full U.S. business-hours overlap (Central Time). Part-time to start (~20 hours/week, fixed), with a clear path to full-time as volume grows. Reports directly to the Owner.

About the Company

We are a rapidly growing U.S.-based landscaping and outdoor-living company serving Northeast Florida. We design, install, and maintain high-impact, low-maintenance outdoor spaces for both residential and commercial clients — spanning artificial turf and putting greens, hardscapes, landscape lighting, full landscape design and installation, and ongoing maintenance.

We are founder-led and in active growth mode. Our reputation is built on craftsmanship, proactive communication, and consistent follow-through, and we run our business on LMN (Landscape Management Network) — the industry platform we use for estimating, material lists, time tracking, invoicing, and CRM.

About the Role

This role exists to take estimating off the Owner's plate. Today, the Owner is the bottleneck: he runs site meetings, wins the work, and still builds and reviews the estimates himself. We are looking for someone who can own the estimate build from a landscape plan — accurately, in LMN — so the Owner only has to review and send.

This is not a data-entry seat. Landscape estimating requires real familiarity with the green industry: reading a plan, understanding plant material and hardscape components, and knowing when something is missing and needs to be researched or flagged. The right person can work independently, make sound judgment calls, and route clear questions back to the Owner rather than getting stuck.

Estimating volume ebbs and flows, so the role blends into executive support. Between estimates, this person helps the Owner stay organized — monitoring his inbox, drafting client emails, and turning his AI-recorded site-meeting transcripts into action items, calendar invites, and reminders. As trust and volume build, the role is designed to grow toward full-time.

Key Responsibilities

Estimating & Proposals (core)
* Receive landscape plans and build complete, accurate estimates in LMN for the Owner to review
* Develop and maintain material lists tied to each estimate
* Prepare proposals to a send-ready standard; over time, send approved estimates directly to clients
* Flag gaps clearly and concisely for the Owner rather than stalling
Materials & Plant Research
* Research substitutions or sourcing when a plan is missing plants or materials
* Verify quantities and specifications against the plan before finalizing
Executive & Inbox Support
* Monitor the Owner's inbox and surface what needs his attention or response
* Draft client and vendor emails that are ready to send with minimal edits
* Keep the Owner organized around deadlines and follow-ups
Meeting Notes & Action Management
* Convert AI recordings and transcripts from in-person site meetings into clear action items
* Create calendar invites and reminders so nothing from the field slips
* Provide the Owner with concise daily recaps of priorities

Required Qualifications
* Hands-on landscape/green-industry estimating experience (reading plans, plant and hardscape material knowledge)
* Experience with LMN, or with comparable landscaping estimating/CRM software (e.g., Aspire, Jobber, ServiceTitan) and the ability to master LMN quickly
* Ability to work independently with minimal hand-holding and exercise judgment on incomplete information
* Fully fluent English, written and spoken (minimum 40 WPM at 95% accuracy)
* Strong organization and follow-through; comfortable owning a process end to end

Preferred Qualifications
* Direct, current LMN experience
* Bilingual English/Spanish
* Familiarity with turf, hardscape, irrigation, or landscape lighting scopes
* Prior executive assistant or inbox/calendar management experience
* Comfort in a low-structure, founder-led environment

Ideal Candidate Profile

You are highly organized, proactive, and self-directed. You know landscaping well enough to look at a plan and build an estimate without someone walking you through every step. When something is unclear, you ask a sharp, specific question instead of going quiet. You take pride in accuracy, you communicate cleanly in English, and you are comfortable wearing two hats — technical estimator one hour, trusted right hand to a busy owner the next. You want a role you can grow into, not just a task list.

Why Join Us

You will work directly with the Owner of a growing company and see your impact immediately — your estimates win jobs and your organization keeps the business moving. The role starts part-time and is built to grow into a full-time, long-term seat for the right person.