Sales & Estimating Coordinator – Landscaping | Aspire, GoHighLevel & AI

Sales & Estimating Coordinator – Landscaping | Aspire, GoHighLevel & AI

IMPORTANT: LOOM VIDEO REQUIRED TO APPLY

Please do not apply until you have completed the Loom video instructions below.

We receive a high volume of applications and will only review candidates who submit the required Loom video with their application.

Your Loom video should be no longer than 5 minutes.

In your Loom video, please:

1. Introduce yourself and briefly explain your relevant work experience.
2. Tell us specifically about any experience you have with Aspire Landscape Software. If you have used Aspire, explain what you did inside the software.
3. Tell us about any experience you have with GoHighLevel and what you have built or managed within it.
4. Explain how you currently use AI tools such as ChatGPT to make your work faster or better.
5. Imagine a salesperson sends you customer meeting notes, a meeting transcript, voice recordings, photos, measurements, and project instructions. Explain how you would take that information and turn it into a polished customer proposal.
6. Please share your screen for at least a portion of the Loom and show us a software, workflow, system, or project you are comfortable using. Do not show confidential information belonging to a current or previous employer.
7. Tell us about any other skills you have that may be valuable to our company.

We are not looking for a professionally produced video. We want to see how you communicate, think, organize information, and use technology.

Please do not simply read an AI-generated script.

Applications without the required Loom link will not be considered.

IMPORTANT WORK SCHEDULE:

This position requires you to be available and working during our normal business hours of 8:00 AM – 4:00 PM Eastern Time, Monday through Friday.

Please make sure you are comfortable consistently working these hours before applying.

ABOUT THE POSITION

Local Landscapers is a growing landscaping and outdoor construction company in Virginia, USA.

We are looking for a highly organized, technology-focused Sales & Estimating Coordinator to support our sales team.

This is not a traditional data-entry Virtual Assistant position.

Our salespeople spend their time meeting customers, visiting properties, understanding projects, taking measurements, developing solutions, selecting materials, and making the technical decisions required to build a project.

We need someone behind them who can take that information and quickly turn it into an organized, professional, customer-ready proposal.

The goal is simple:

Our salesperson provides the knowledge and technical decisions. You help build the finished product.

Over time, we want the right person to become an important part of our sales operation and help us process more opportunities without sacrificing speed, accuracy, or proposal quality.

WORK SCHEDULE

This is a full-time remote position.

You must be available and actively working from 8:00 AM – 4:00 PM Eastern Time, Monday through Friday.

This schedule is important because you will work directly with our U.S.-based sales team throughout the day. Our salespeople will be completing appointments and sending information to you so proposals can begin being built as quickly as possible.

We are looking for someone who is comfortable working this schedule consistently and long term.

WHAT YOUR WORKFLOW MAY LOOK LIKE

A salesperson completes an appointment with a customer.

The meeting may be recorded and summarized using Otter.ai. The salesperson may also provide you with a Loom video, voice recording, photos, measurements, drawings, material selections, pricing information, and additional notes.

You will take that information and:

* Organize the customer's goals and project information
* Identify the individual services or line items being proposed
* Draft professional customer-facing scope descriptions
* Build and organize the proposal in Aspire
* Add appropriate photos, product information, drawings, and supporting materials
* Make sure the proposal clearly explains what is included and excluded
* Reference previous approved proposal templates and company standards
* Identify missing information instead of guessing
* Present the salesperson with a short, organized list of questions requiring their decision
* Prepare approximately 90% of the proposal for final salesperson review
* Make requested revisions quickly
* Help keep opportunities and follow-ups organized

Our goal is NOT for you to make technical landscaping or construction decisions that you are not qualified to make.

Our goal is for you to become extremely good at taking the salesperson's knowledge and turning it into a finished, polished sales package.

ASPIRE LANDSCAPE SOFTWARE

Experience with Aspire Landscape Software is STRONGLY PREFERRED.

If you have Aspire experience, we want to know specifically what you have done inside the platform, such as:

* Opportunities
* Estimating
* Proposals
* Catalog items
* Work tickets
* Customer information
* Scheduling/workflows
* Reporting
* Other Aspire functions

Aspire experience is a major advantage, but we will consider an exceptional candidate who demonstrates the ability to learn software quickly.

GOHIGHLEVEL

Experience with GoHighLevel is preferred.

As you grow into the position, you may also help us with:

* Sales pipelines
* Lead organization
* Automated email and SMS follow-up
* Workflows and automations
* Tags and opportunity stages
* Unsold proposal follow-up
* Lead nurturing
* Old lead reactivation
* Marketing attribution
* Sales reporting
* CRM organization

You do not need to be an expert in every GoHighLevel feature on your first day.

AI IS PART OF THIS JOB

We actively use AI and want someone who is comfortable using it.

You should be able to use tools such as ChatGPT to help:

* Organize raw information
* Summarize meeting transcripts
* Draft proposal language
* Improve customer-facing writing
* Research products and materials
* Create repeatable templates
* Analyze information
* Improve workflows
* Work faster without sacrificing accuracy

We are not looking for someone who blindly copies and pastes AI-generated answers.

We want someone who knows how to give AI good information, review its output, catch mistakes, and turn it into useful finished work.

COMMUNICATION

This is a remote position, so strong asynchronous communication is extremely important.

Our company already uses Loom regularly.

You should be comfortable receiving instructions through:

* Loom videos
* Otter.ai transcripts and summaries
* Voice recordings
* Written notes
* Photos and videos
* Drawings
* Email and messaging

You should also be comfortable recording short Loom videos when showing us your work, asking a complicated question, or explaining an issue.

One of the most important skills for this position is knowing when you can figure something out yourself and when you need to ask the salesperson a question.

We do not want someone who guesses when important information is missing.

At the same time, we need someone who is resourceful and does not require constant supervision.

IDEAL CANDIDATE

You may be a great fit if you:

* Have excellent written and spoken English
* Are extremely comfortable working on a computer
* Work quickly and accurately
* Are highly organized
* Have excellent attention to detail
* Are comfortable learning new software
* Use AI regularly and intelligently
* Can take messy/raw information and organize it
* Can follow established systems and templates
* Can identify missing or conflicting information
* Are comfortable asking concise, specific questions
* Can work independently
* Enjoy building systems and improving processes
* Are interested in a long-term position where your responsibilities can grow
* Are able to consistently work 8:00 AM – 4:00 PM Eastern Time, Monday through Friday

Experience supporting a landscaping, construction, home-service, estimating, or sales organization is a major plus.

SOFTWARE & SKILLS WE VALUE

Experience with any of the following should be mentioned in your application:

* Aspire Landscape Software – strongly preferred
* GoHighLevel
* ChatGPT / AI tools
* Otter.ai
* Loom
* Google Workspace
* Google Sheets / Excel
* Canva
* CRM systems
* Estimating software
* Proposal-building software
* Construction or landscaping software

You do NOT need experience with every program listed above.

WHAT SUCCESS LOOKS LIKE

A successful person in this role makes our salespeople more productive.

Instead of a salesperson spending significant time sitting at a computer building a proposal, we want them to be able to send you their information, move on to the next sales opportunity, and return later to a proposal that is approximately 90% complete.

A great handoff might look like:

"Proposal is ready for review. I need you to confirm these three technical questions. Everything else is complete."

We value:

Speed.
Accuracy.
Organization.
Initiative.
Excellent communication.
The ability to figure things out.

GROWTH OPPORTUNITY

We are looking for someone interested in becoming a long-term member of our company.

This position may begin primarily focused on proposal and estimating support, but the right person could eventually take significant ownership of our sales operations, including Aspire, GoHighLevel, proposal systems, follow-up systems, reporting, AI workflows, and supporting additional salespeople as our company grows.

There is room for increased responsibility and compensation as you demonstrate your value and take ownership of more of the sales process.

PAID SKILLS TEST

Candidates who perform well during the initial application process may be invited to complete a PAID skills test.

The test will closely resemble the actual work you would perform in this position.

You may receive items such as:

* Customer meeting information
* Salesperson notes
* Photos
* Measurements
* Voice/video instructions
* Project information

You will then be asked to organize the information and build part of a customer proposal.

We encourage the use of AI during the test.

We are interested in seeing the quality, accuracy, organization, judgment, and speed of your finished work.

HOW TO APPLY

STEP 1 – REQUIRED:

Record your Loom video using the instructions at the very top of this job posting.

STEP 2:

Send us:

* Your Loom link
* Your resume/CV
* A brief written introduction
* Your experience with Aspire, if any
* Your experience with GoHighLevel, if any
* Your current availability
* Your desired weekly compensation
* Confirmation that you can consistently work 8:00 AM – 4:00 PM Eastern Time, Monday through Friday

Please put the words "SALES OPS" at the beginning of your written application.

This helps us confirm that you carefully read the entire posting.

Again:

APPLICATIONS WITHOUT A LOOM VIDEO WILL NOT BE REVIEWED.

We are looking for someone who wants to become excellent at this position, learn our company, and grow with us long term.