Operations Coordinator
About The Position
The Operations Coordinator serves as the branch’s Aspire software specialist and supports daily business functions, particularly scheduling, ticket management, invoicing, inventory tracking, and operational efficiency. The role supports maintenance and installation teams by maintaining accurate schedules, conducting punch audits, facilitating timely invoicing, and tracking inventory. The posting describes this as an in-person, office-based position with occasional warehouse work, including support for inventory and audits. Warehouse presence is required to assist with receiving inventory. Extended or additional hours may be required during peak installation, holiday, and seasonal installation periods. The physical work environment may include varied field conditions, outdoor work, and moderate to occasional loud noise. The employer is Botanical Designs LLC and affiliates, which provide interior and exterior landscaping and seasonal holiday décor installation services. Employment offers are contingent on clear background-check results.
Requirements
- At least 2 years of experience in operations, scheduling, or administrative support.
- Strong working knowledge of Aspire or similar project-management/ERP software.
- High attention to detail and strong organizational skills.
- Ability to prioritize multiple tasks with tight deadlines.
- Strong communication and collaboration skills across departments.
- Proficiency in Microsoft Office Suite, especially Excel.
- Ability to meet the physical requirements described, including standing for extended periods; frequent sitting, standing, walking, hand use, reaching, climbing or balancing, and stooping, kneeling, crouching, or crawling; frequently lifting or moving up to 20–40 pounds and occasionally up to 50 pounds; and the specified vision abilities.
Nice To Haves
- Experience in landscaping, horticulture, or facility services.
- Familiarity with plant materials, installation workflows, or maintenance routes.
- Experience with invoicing and/or inventory management.
- Bilingual ability.
Responsibilities
- Serve as the branch expert and point of contact for Aspire software.
- Create, schedule, update, and close service tickets for Maintenance, Irrigation, and Install divisions.
- Conduct regular Aspire punch audits to ensure tickets and opportunities are accurate and complete.
- Generate reports and dashboards to help leadership track performance.
- Coordinate daily and weekly ticket schedules to maximize crew efficiency and allocate resources.
- Review open and pending tickets to prevent backlogs.
- Coordinate with Account Managers, Operations, and Supervisors to align tickets with staffing availability.
- Assist with preparing and reviewing Aspire invoices for accuracy before submission.
- Match tickets, proposals, and approvals against billing records.
- Resolve discrepancies between field reporting and invoicing.
- Track plant, container, and material inventory in Aspire.
- Assist with inventory audits and coordinate with Procurement to ensure materials are available for upcoming jobs.
- Support the warehouse team by documenting material usage associated with tickets and projects.
- Coordinate across Maintenance, Install, Procurement, and Admin teams.
- Assist leadership in training staff on Aspire best practices.
- Support special projects, seasonal workload increases, and process-improvement initiatives.
- Assist with receiving inventory in the warehouse.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
