: Design & Project Coordinator

Focus: You are the connective tissue between our design phase, sales process, and on-site construction execution. In this role, you will work closely with company leadership and our Construction Manager to drive projects from initial concept through completion. You will handle pre-project preparation, jobsite documentation, material logistics, customer communication, and maintenance estimating while assisting our team with small jobs and warranty follow-ups, ensuring high design standards and smooth operational workflows year-round.

Core Responsibilities

1. Pre-Project Preparation & Design Support

- Jobsite Package Preparation: Assemble complete, accurate job packages for construction crews prior to project launch (including approved plans, site photos, material takeoff lists, utility locates, scope notes, and client preferences).
- Landscape Design & Presentations: Assist in preparing design presentations, renderings, and material selection boards for client meetings.
- Estimating & Contracts: Draft detailed landscape estimates, compile material takeoff lists, and prepare formal client proposals and contracts.
- Site Visits: Conduct initial property visits for site measurements, base map creation, site photo documentation, and client kickoff meetings.
- Material Sourcing & Ordering: Coordinate with nurseries, hardscape suppliers, and vendors to select, price, and order project materials ahead of schedule.

2. Active Construction & Small Job Support

- Small Job Assistance: Collaborate with the Construction Manager to schedule, track materials for, and communicate client details on smaller enhancement projects and quick-turnaround requests.
- Change Order Management: Draft, track, and process client change orders promptly to keep job costs and scope accurate.
- Client Communication: Serve as a primary point of contact for clients during active builds, providing updates on timing, material arrivals, and site progress.
- Subcontractor & Trade Planning: Coordinate schedules with subcontractors (e.g., electricians, pool installers,



carpenters) and verify material delivery timelines to prevent site delays.

3. Warranty Support & Business Operations

- Warranty Support: Work alongside our team to log client warranty requests, assist with site walkthroughs to assess plant or hardscape issues, and help order required materials or schedule crews for repair work.
- Maintenance Quotes: Conduct site visits to assess properties, measure square footages, and generate accurate landscape maintenance proposals for prospective clients.
- Project Scheduling: Maintain the central production calendar to ensure pre-construction tasks, material drops, small job timelines, and crew handoffs line up smoothly.

Key Qualifications & Skills

- Landscape Design Experience (Asset): Prior experience in landscape design, CAD/3D rendering software (e.g., Dynascape, SketchUp, AutoCAD, or similar), or plant/hardscape knowledge is considered a solid benefit.
- Estimating & Technical Literacy: Ability to read landscape/construction plans, interpret design presentations, and generate accurate material takeoffs.
- Exceptional Communication: Comfortable leading client meetings, handling sensitive project updates, and coordinating closely with the internal team and subcontractors.
- Obsessive Organization: Ability to juggle multiple job files at different stages—from initial consult and jobsite package prep to active builds, small jobs, and warranty follow-up.
- Field & Office Balance: Enthusiastic about splitting time between the office (estimating, design, ordering, package prep) and the field (measurements, client meetings, site checks).

Compensation & Program Details

- Position Type: Full-time, Year-Round Position
- Pay Rate: $34.00 per hour
- Hours: Monday to Friday, 7:00 AM – 5:00 PM
- Benefits Package: Health/dental benefits offered
- Retirement Plan: Company RRSP program offered
- Requirements: Valid Ontario Class G Driver’s License and a clean driving record

Pay: $30.00-$34.00 per hour Expected hours: 45.0 – 50.0 per week

Benefits

- Dental care
- RRSP match

Experience:
- landscaping or design: 2 years (required)

Work Location: In person

📌 Landscape Design & Project Coordinator (Whitby)
🏢 OGS Landscape
📍 Whitby