Landscape Operations Manager in Jacksonville

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Job DescriptionJob Description

Operations Manager

About Us
We’re a Florida-based plant landscaping and maintenance company dedicated to
creating thriving, ecologically balanced landscapes that connect people with nature. Our work is
rooted in stewardship, customer relationship building, sustainability, and craftsmanship — and
we’re looking for a reliable, motivated Operations Manager to join our team.
Position Overview
This role ensures the smooth daily operations of the company by managing schedules,
coordinating with our installation, maintenance and nursery crew members, our vendors,
handling customer communications, handling billing and invoicing, and keeping projects
organized. This role involves a combination of administrative, operational, and client-facing
responsibilities.

Compensation & Employment Details:
• Hours: Initially 30-35 hours per week, increasing to 40 hours weekly as new
maintenance accounts are added.
• Work Arrangement: A minimum of two days per week (Monday & Tuesday )
are required in the office, with a 7:00 AM start time and variable departure. Other work
can be completed from home or the office.
• Starting Rate: TBD based on experience, starts at *$22/hr?
• Incentives: 401k options will be available in 2026, along with kickbacks for positive
Google reviews and new client sign-ons for maintenance services. Will this be a new
practice as this is not currently happening outside of the crew?
• Performance Review: An initial 90 day review will conclude the probationary period and
will take place to evaluate performance and provide feedback. An annual review will be
conducted to assess compensation changes based on proficiency and role expansion.
General Responsibilities
• Project and Crew Oversight: This includes scheduling work for installations and
garden maintenance, communicating with clients, placing orders, handling billing,

tracking crew time, overseeing and documenting job status, and assigning crew
members to projects & maintenance visits in conjunction with the project supervisor or
customer needs.
• Financials: Responsibilities involve preparing weekly cash flow reports and job costing
for installation projects, as well as managing accounts receivable in keeping with the
advice of our accountant. This includes billing for garden maintenance services and
invoicing for completed installations within 24-48 from completion.
• Permitting: This covers obtaining necessary permits from HOAs, 811, and other
relevant entities.
• Inventory: This role is responsible for conducting shop and office inventory checks and
placing orders for supplies and materials to be kept at a predetermined level.
• Estimating: This involves preparing estimates for small projects, callbacks, and plant
replacements and mulching. Create and send maintenance agreement quotes to
potential customers.
Daily
● Review the daily work schedule/operations and check in with the install and maintenance
crew to confirm deliveries, address issues, and adjust as needed. Keep google calendar
(including crew availability) and Jobber schedule updated.
● Intake new clients, prepare plant checklists and upload proposals from quotes to Jobber.
● Manage email communications with clients and vendors. Respond to all customer
correspondence (emails, calls, etc.) professionally and in a timely manner.
● Create and manage plant orders and plant checklists to ensure materials are on track
and follow-up to ensure deliveries are confirmed for the project or scheduled garden
maintenance visit timeline.
● Prepare/invoice clients after project completion (includes checking Jobber for change
orders) and maintenance service (including any materials used from notes).
● Monitor outstanding invoices; follow up as needed.
● Review the time entries on jobber for anomalies at the end of day and address
discrepancies.
● Make sure daily notes for crew are updated with any new information as needed.
● Review end-of-day crew notes/pictures for issues or adjustments needed for the
following day for ongoing installations.

● Collect and file missing invoices from vendors for expense reporting on jobber or
requested estimates for quotes.
● Add tasks for crew/management on Jobber as needed (tasks are internal notes), for
example, herbicide treatment prior to install that will not be billed.
Weekly
● Conduct weekly phone meetings with the Garden Maintenance Lead to review
schedules, deliveries, and issues. Send garden maintenance crew schedule for the
following week on the Friday prior.
● Review job costing during weekly admin meetings.
● Ensure all hours and material invoices are logged in Jobber for accurate job costing.
● Organize Jobber to close any completed jobs and maintain clear records of projects,
documents, and archives.
● Prepare the following week’s schedule: confirm missing items and arrange for subs,
review & confirm deliveries/timing, client communications and review with leadership,
assign tasks on Jobber, inform clients personally of any last minute changes.
● Add any plants for upcoming projects or garden maintenance coming from our nursery to
the plant pull spreadsheet for the Garden Center Manager to pull or order, record plants
used from the nursery for landscaping/maintenance jobs on Jobber expenses using
information provided by the Garden Center Manager on tax rec spreadsheet.
● File 811 requests for upcoming installation projects (at least 5 days in advance).

Monthly / Ongoing
● Ensure all invoices, payments, and documents are properly reconciled and filed before
closing jobs. Maintain internal files and spreadsheets to remain current.
● Coordinate with management on any ongoing operational concerns.
● Support leadership with clear reporting on job costing, scheduling, and project status.
● Follow-up emails to clients to check on garden progress, request Google reviews.
Develop and maintain strong relationships with maintenance clients, understanding their
unique garden needs and preferences, as time and capacity allow.
● Handle monthly water orders, office supply purchases, porta potty servicing, debris pick
ups, membership renewals as needed.
● Maintain and update Google Map with all maintenance customer locations, organized by
route bundles, and reflecting any new or changed addresses.
● Provide garden maintenance-related content for marketing and social media initiatives in
coordination with the Marketing & Creative Coordinator.
● Work with the leadership team to develop agenda and meeting materials for quarterly
staff meetings, including team building experiences.

If you are interested in applying for this job please press the Apply Button and follow the application process. Energy Jobline wishes you the very best of luck in your next career move.