Landscape Design Project Coordinator

Position Description

Job Title: Landscape Design Project Coordinator

Location: New York, NY (In-Office) & Client Sites

Reports To: Principal Designer

Classification: Full-Time, Exempt (Administrative)

Grace Fuller Design is seeking a highly organized, polished, and proactive Landscape Design Project Coordinator to support the operational, client-facing, logistical, and executive needs of our landscape design practice. This role is ideal for someone with experience in landscape design, architecture, or construction who excels in communication, multitasking, and high-level coordination.

 The Project Coordinator will work closely with the Principal, Senior Designers, and clients to manage timelines, communication, procurement, and studio operations from concept through installation and additional ad hoc projects.

Key Responsibilities

·       Client Interaction & Communication

·       Serve as a knowledgeable, professional point of contact for clients throughout each project.

·       Support the Principal in preparing for client meetings, site visits, and presentations.

·       Draft clear follow-up communication, track outstanding items, and ensure client needs are addressed promptly.

·       Maintain an excellent standard of customer service, discretion, and responsiveness.

Project Management & Logistics Coordination

·       Manage project schedules, timelines, and internal workflows across multiple active projects.

·       Coordinate communication across clients, contractors, vendors, consultants, and the design team.

·       Maintain and update project trackers, timelines, budgets, and internal systems.

·       Prepare agendas, take meeting minutes, and organize meeting action items.

·       Schedule and coordinate site visits, surveys, contractor work, and installations.

·       Assist with field documentation, notes, and communication between the site and studio team.

·       Research and vet contractors, suppliers, and specialty vendors for upcoming or ongoing projects.

·       Support procurement: gather quotes, place orders, manage delivery timelines, and track materials.

Executive-Assistant Support to the Principal

·       Assist the Principal with calendar management, meeting coordination, and schedule prioritization.

·       Support with email drafting, correspondence, and follow-up to ensure timely workflow.

·       Manage ad-hoc personal or business-related tasks to help streamline the Principal’s day-to-day operations.

·       Coordinate travel logistics, reservations, and itineraries when needed.

·       Maintain confidentiality and handle sensitive information with discretion.

Documentation & Operational Support

·       Maintain organized digital files, contracts, drawings, correspondence, and project documents.

·       Assist with the preparation of client deliverables, including but not limited to: presentations, plant lists, and material boards.

·       Track project budgets, schedules, and progress updates across multiple projects.

·       Support quality control of presentations, documentation, and client-facing materials.

Billing & Financial Coordination

·       Review outgoing client invoices for accuracy and completeness.

·       Coordinate billing edits, revisions, and approvals with the principal.

·       Track project-related expenses and assist in budget monitoring.

·       Maintain organized financial documentation related to ongoing projects.

Research & Vendor Management

·       As requested, research plants, materials, furnishings, and hardscape products for current and future projects.

·       Communicate with nurseries, suppliers, and manufacturers to confirm pricing, availability, and lead times.

·       Stay informed about sustainable landscape practices, industry trends, and innovative materials.

Qualifications

·       2–4+ years of experience in landscape design, architecture, construction management, or a related field.

·       Experience supporting senior leadership, executives, or principals is strongly preferred.

·       Strong client-facing communication skills and excellent professional etiquette.

·       Exceptional organizational skills with the ability to manage competing priorities.

·       Proficiency in Microsoft Office and graphic design software (e.g., Adobe Photoshop, Illustrator, InDesign).

·       Ability to read design drawings and understand project documentation in AutoCAD (preferred).

·       A proactive, solutions-oriented mindset with strong attention to detail.

·       Driver’s license preferred.

Benefits

·       Competitive salary based on experience.

·       Opportunities for professional development and continuing education.

·       Collaborative, creative studio environment.

·       Medical benefits package option (to be discussed).

·       Discretionary semiannual bonus- based on business performance.

·       Paid time off (PTO) and holiday schedule.

Work Environment & Physical Requirements

·       This role is primarily based on-site in our New York City office, with regular travel to project sites.

·       Office work includes extended periods of sitting or standing, computer-based tasks, and coordination with team members and clients.

·       Site visits may include walking uneven terrain, climbing stairs, and exposure to outdoor weather conditions.

·       Must be able to lift and carry up to 25 pounds, including sample materials, presentation boards, and small items needed for project installations.

·       Ability to travel locally for vendor meetings, deliveries, and jobsite walkthroughs as required.

How to Apply

Grace Fuller Design is an Equal Opportunity Employer. We welcome applicants of all backgrounds and do not discriminate based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, or any other protected characteristic. We are committed to building a diverse and inclusive workplace.

To apply, please submit your resume and a cover letter highlighting your project coordination and executive-support experience to [email protected]