About Hardland

Hardland Landscape & Design LTD. is a landscape construction company based in Thunder Bay, Ontario. We build safe, high-quality outdoor spaces while working to create a stronger team, stronger systems, and a stronger future. We value clarity, professionalism, accountability, and continuous improvement.

Position Summary

Hardland is looking for an Administrative Coordinator to serve as the front-end communication and scheduling hub for the company. This role owns time-sensitive communication, intake, scheduling support, and daily operational administration. This person protects response time, reduces dropped balls, keeps calendars and folders accurate, and helps maintain smooth handoff between office, yard/logistics, sales, and field operations.

This role protects daily operational flow by ensuring communication, scheduling, and documentation stay accurate and timely.

What Success Looks Like

Success in this role looks like fast response times, organized scheduling, clean handoffs, and very few dropped balls. Clients get answered quickly, estimate appointments are booked properly, job folders are ready when needed, and communication between office, yard/logistics, and field stays active. This role helps keep same-day operations from becoming reactive.

Who You Are

- You thrive in fast-moving environments
- You like organizing chaos
- You enjoy helping people
- You stay calm under pressure
- You like being the communication hub

Core Responsibilities

- Monitor and manage the main sales inbox
- Protect response time for all inbound communication and scheduling
- Respond to new inquiries and route qualified opportunities correctly




- Book estimate appointments and send confirmations and reminders
- Answer phones and handle basic client communication professionally
- Maintain calendars and support scheduling accuracy
- Prepare estimate folders and job folders
- Collect daily reports and track missing information
- Upload photos and documentation to CompanyCam
- Maintain CRM accuracy for active jobs and active leads
- Process warranty intake and route issues appropriately
- Create purchase orders as assigned
- Track deliveries, returns, and related follow-up
- Support time-sensitive customer follow-ups
- Maintain communication loops between office, yard/logistics, and field
- Escalate issues to the Office Manager or General Manager when needed

Tools Used

- LMN
- CompanyCam
- Google Workspace
- Google Calendar
- Google Drive
- Google Sheets
- Google Forms
- Microsoft Word
- WhatsApp
- Copilot
- ChatGPT

Work Environment

Fast-paced, detail-oriented environment with frequent communication across office and field teams.

Schedule Expectations

Standard Monday to Friday schedule, with occasional flexibility during peak season.

Compensation & Benefits

- $21.00 to $28.00 per hour, based on experience, capability, and fit
- Employee advantages coverage,



including medical and dental
- Paid vacation and statutory holidays
- Ongoing training and development
- Opportunity for wage growth through increased capability, ownership, and consistency
- Growth opportunities are available as the company scales and as capability, ownership, and experience increase

What We’re Looking For

- Strong organization and follow-through
- Strong written and verbal communication
- Ability to manage multiple moving priorities
- Comfortable working in a fast-paced, time-sensitive environment
- Basic computer and office software competency
- Ability to maintain accuracy while handling interruptions

Preferred Assets

- Experience in LMN or similar business management software
- Experience in customer service or construction administration
- Experience with scheduling and calendar coordination
- Familiarity with CompanyCam or similar photo/documentation systems
- Experience supporting operations in a construction or landscape business

Culture

We value clarity, professionalism, continuous improvement, and a calm, solutions-focused approach.

How to Apply

To apply, send your resume and a short message to: Pay: $21.00-$28.00 per hour

Expected hours: 20 - 40 per week

Benefits :

- Dental care
- Extended health care
- Work from home

Application question(s):

- Reliable transportation, ability to commute as needed

Education :

- Secondary School (preferred)

Language :

- English and read English fluently (required)

Work Location: Hybrid remote in Thunder Bay, ON P7B 4B6

📌 Administrative Coordinator (Thunder Bay)
🏢 Hardland Landscape E Design
📍 Thunder Bay