Pacific Landscape Management Inc

Join Our Growing Team at Pacific Landscape Management!

Are you ready to dig into a career that’s both rewarding and a little bit quirky? We’re on the hunt for a Proposal & Systems Administrator who not only possesses the skills to keep our contracts in line but also brings a sense of humor to the table!

Who We Are:
Founded in 1994, Pacific Landscape Management, Inc. is a locally owned powerhouse in high-quality landscape design, maintenance, installation, enhancement, construction and irrigation services. We cater to a diverse range of HOA’s, residential, and commercial properties, turning ordinary spaces into extraordinary landscapes. With our roots firmly planted in the Pacific Northwest, we've grown to become a regional leader by fostering an awesome team culture built on trust, competence, and stellar customer service.

What’s in It for You:

• A Fun Work Environment: No "blah" workdays here! We believe that laughter fuels productivity, and we value a team that can share a joke in between meetings.
• Career Growth: As we expand, so do your opportunities! We’re committed to helping you grow your skills and advance your career.
• Dynamic Team: Work alongside a team of fantastic individuals who bring not just talent, but their unique personalities to our vibrant workplace!

What We’re Looking For:

• Process-Oriented: Understands workflows and enforces consistency
• Detail-Driven: High accuracy with numbers, pricing, and documentation
• Analytical & Practical: Strong math skills and financial common sense
• Communicator: Effectively bridges Sales and Operations
• Adaptable: Comfortable balancing administrative and marketing support
• Problem Solver: Identifies gaps and proposes practical solutions
• Systems Thinker: Trusts the system—but knows when something doesn’t add up

Ready to Level Up?
If you’re excited to join a team that values humor and collaboration as much as excellence, we want to hear from you!

Apply today and let’s create some amazing landscapes together!

Overview

The Proposal & Systems Administrator plays a critical front-end role in our Landscape business. This position is responsible for managing proposals, contracts, renewals, and lifecycle tracking within Aspire Landscape Software, ensuring accuracy, consistency, and operational readiness.

This is not a legal or paralegal role. Instead, it focuses on:

· Proposal setup and contract lifecycle tracking

· Pricing logic, renewals, and margin common sense

· Sales-to-operations handoff accuracy

· System integrity within Aspire

This role works closely with Sales, Operations, and Leadership to identify gaps, improve processes, and ensure we are executing profitable, well-structured contracts.

Key Responsibilities

Contract & Proposal Operations (85%)

· Prepare, review, and process proposals, contracts, amendments, and renewals within Aspire Landscape Software

· Ensure all contract details (scope, pricing, exclusions, terms, and renewals) are accurately entered and aligned for operational execution

· Own the contract renewal process, including reviewing prior-year pricing, service changes, and renewal adjustments

· Track contracts throughout the full lifecycle: proposal → award → execution → renewal

· Maintain organized digital records of contracts, terms & conditions, exclusions, and exceptions

· Ensure estimating and proposal templates are properly set up and consistently used

· Support Sales with proposal coordination and internal documentation

· Partner with Operations to ensure contracts are executable as sold

· Identify discrepancies that “don’t look right” using system data and common sense

· Generate and manage reports related to wins, losses, renewals, and gross margin trends

· Serve as a key point of contact for internal teams regarding contract workflow and Aspire processes

· Collaborate with leadership to mitigate risk and ensure compliance with unique contract requirements

· Other duties as needed

Marketing & Business Development Support (15%)

• Support marketing initiatives, campaigns, and business development events
• Assist with proposal materials, presentations, and sales collateral
• Coordinate with internal teams and external vendors on marketing deliverables
• Track and report on basic campaign metrics (CRM, website, email, social)
• Help maintain brand consistency across communications

Qualifications

• Bachelor’s degree in business administration or related field, or equivalent experience
• 2–4 years of experience in proposal/contract administration, sales operations, proposal coordination, or similar role
• Aspire Landscape Software experience strongly preferred
• Strong understanding of workflows between Sales and Operations
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office Suite, CRM tools, and marketing platforms (HubSpot, Mailchimp, Canva a plus)
• Knowledge of the landscape industry is a plus
• Ability to work in-person/in-office

Physical Requirements

• Frequent standing, walking and sitting.
• Frequent lifting and carrying up to 10 pounds.
• Occasional lifting and carrying up to 20 pounds.
• Must be able to work at computer or desk area for extended periods of time.
• Must be able to use a computer.

Employees of Pacific Landscape Management, Inc. (“the Company”) are expected to maintain a professional image and attitude consistent with the Company vision, mission and objectives. Employment with Pacific Landscape Management, Inc. will be in accordance with our “At-Will” policy. This means that just as you may leave your position with the Company at any time the Company may terminate your employment at any time.

This job description should not be considered all-inclusive. The employee understands that the job description is neither complete nor permanent and that it may be modified at any time. This job description does not create a contract of employment; it is simply an outline of expected duties for the position.

Pacific Landscape Management is an equal opportunity employer and administers all personnel practices without regard to race, color, religious creed, sex, gender, age, ancestry, national origin, mental or physical disability or medical condition, sexual orientation, gender identity or expression, marital status, military or veteran status, genetic information, or any other category protected under federal, state, or local law.

Pay: $60,000.00 - $65,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Referral program
• Vision insurance

Work Location: In person