Design Assistant — Landscape Design & Sales

DESIGN ASSISTANT — LANDSCAPE DESIGN & SALES

Department: Landscape Design & Sales
Position Type: Full-time
Works Closely With: Designers, Estimator, Operations & Procurement, Clients

POSITION SUMMARY

The Design Assistant provides hands-on support to the Landscape Design & Sales team by coordinating the administrative, scheduling, documentation, and follow-up work that surrounds each project. This role helps designers stay focused on meeting with clients, creating designs, building relationships, and closing sales.

This is a highly collaborative support position responsible for helping designers keep projects, proposals, and client communication moving forward. Responsibilities include assembling proposals, gathering product and material information, coordinating schedules, organizing project files, following up on outstanding items, and assisting with the details that keep work progressing.

This position is well suited for someone who is highly organized, service-minded, detail-oriented, and eager to learn the landscape design and sales side of the business.

KEY RESPONSIBILITIES

Designer Support

• Assist designers with day-to-day support needed to keep projects and proposals moving.
• Gather product information, pricing, plant availability, and reference images at the designers’ request.
• Pick up or order samples and materials as needed.
• Run occasional design-related errands.
• Help remove routine tasks from designers’ plates so their time remains focused on clients, design work, and sales.

Proposal & Document Support

• Assemble and format client-facing proposals, presentations, and contracts using content provided by the designers.
• Prepare and organize materials for client meetings.
• Track proposal status and follow up on outstanding items to help move opportunities forward.
• Help compile approved job information for handoff to production.

Coordination & Scheduling

• Schedule client meetings, site visits, and follow-ups for the design team.
• Coordinate with Operations and Procurement regarding material and plant availability.
• Keep project files, selections, schedules, and paperwork organized and up to date.
• Support internal communication between design, estimating, procurement, and production teams.

Administrative & Client Support

• Maintain accurate records in CRM and project management systems.
• Handle routine client questions and communication to help protect designer selling time.
• Provide general administrative support to the design and sales team as needed.
• Follow through on details to ensure nothing falls through the cracks.

REQUIRED SKILLS & EXPERIENCE

• Highly organized with strong follow-through and attention to detail.
• Strong written and verbal communication skills.
• Comfortable using everyday office software, including documents, spreadsheets, and email.
• Willingness to learn CRM, proposal, and project management tools.
• Ability to manage multiple requests and shift priorities as needed.
• Helpful, service-minded attitude with a willingness to pitch in wherever needed.
• Valid driver’s license and clean driving record.

PREFERRED BACKGROUND

• Prior experience in administrative support, coordination, sales support, customer service, or a related role.
• Interest in landscaping, horticulture, outdoor living, or design.
• Familiarity with CRM, proposal, scheduling, or office software.

PHYSICAL REQUIREMENTS & WORK ENVIRONMENT

• Primarily office-based role with occasional site visits and errands.
• Must be able to walk job sites, including uneven terrain, on occasion.
• Occasional lifting of samples, materials, or related items.
• Occasional local travel for meetings, site visits, and pickups.

KEY PERFORMANCE INDICATORS

Success in this role will be measured by:

• Responsiveness and turnaround time on designer requests.
• Accuracy and completeness of proposals, presentations, contracts, and documents.
• Ability to protect and free up designer selling time.
• Timely follow-up on proposals and outstanding items.
• Organization and accuracy of project files, schedules, selections, and paperwork.
• Quality of internal coordination and client support.

DISCLAIMER

This job description describes the general nature and scope of the position and is not intended to be an exhaustive list of all responsibilities, duties, or skills required. Responsibilities may evolve to meet the needs of the business.