Operations Coordinator

BOTANICAL DESIGNS LLC•Rockville, MD

3d•$21 - $23•Onsite

About The Position

The Operations Coordinator serves as the branch’s Aspire software specialist and supports daily business functions, focusing on scheduling, ticket management, invoicing, and operational efficiency. The role supports maintenance and installation teams through accurate schedules, completed punch audits, timely invoicing, and inventory tracking. The position is described as full-time and in-person, office-based with occasional warehouse work to support inventory or audits. The posting refers to both the Rockville, Maryland branch and a Seattle branch.

Requirements

At least 2 years of experience in operations, scheduling, or administrative support; landscaping or horticulture experience is preferred.
Strong working knowledge of Aspire or similar project-management or 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.
Extended hours may be required during peak installation or holiday seasons.
Additional hours are required during peak holidays and seasonal installation periods.
Ability to talk and hear; frequently sit, stand, walk, use hands to handle or feel objects, reach, climb or balance, and stoop, kneel, crouch, or crawl.
Ability to stand for extended periods.
Frequently lift or move up to 20–40 pounds and occasionally lift or move up to 50 pounds.
Vision abilities including close, distance, and color vision, peripheral vision, depth perception, and adjustment of focus.

Nice To Haves

Prior experience in landscaping, horticulture, or facility services.
Familiarity with plant materials, installation workflows, or maintenance routes.
Experience with invoicing 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 scheduling to maximize crew efficiency and resource allocation.
Review open and pending tickets to prevent backlogs.
Work with Account Managers, Operations, and Supervisors to align work tickets with staffing availability.
Assist with preparing and reviewing Aspire invoices for accuracy before submission.
Match tickets, proposals, and approvals against billing records and 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 peaks such as holiday work, and process-improvement initiatives.
Be present in the warehouse to assist with receiving inventory.