Administrative Assistant

Cityscapes Plant Care Inc; Boston (MA); On-site; USD 33,000 - 36,000; Full time

Job summary

Cityscapes Plant Care Inc. is seeking an Administrative Assistant to support the Design department and daily operations in a warehouse setting. The role involves scheduling, recordkeeping, PO processing, and cross-department communication.

The ideal candidate will have strong organizational skills, detail orientation, and the ability to handle multiple tasks in a fast-paced environment, with independent and collaborative work capabilities.

Qualifications

• Experience as an administrative assistant or similar role is preferred.
• Strong organizational skills with high attention to detail and accuracy.
• Proficiency in Microsoft Office; Access or scheduling software is a plus.
• Ability to manage competing priorities and meet deadlines.
• Clear written and verbal communication; independent work style.

Responsibilities

• Create, update, and manage weekly schedules for design and delivery teams.
• Support data migration to a new scheduling software platform with accuracy.
• Maintain client records, process changes, and verify information.
• Review work orders and forms with Sales to resolve discrepancies.
• Respond to internal inquiries about scheduling and operations.
• Prepare and process purchase orders with accuracy.
• Track and maintain departmental purchasing records and costs.
• Identify issues and communicate questions to the team.
• Assist with receiving shipments and organize workspaces as needed.
• Support projects and events and other operational needs.

Skills

Strong organizational skills

Attention to detail

Written and verbal communication

Independent and proactive

Team collaboration

Multi-priority management

Problem solving

Willingness to assist physically

Tools

Microsoft Excel

Microsoft Outlook

Microsoft Access

Scheduling software

Job description

Our mission at Cityscapes is to transform people's lives through the power of plants.

We provide superior design, installation and maintenance of interior and exterior plantscapes. Our focus is to continually educate our staff with the latest in cutting edge horticulture technology and plant varieties, the end result being better product and service for our clientele.

Recognizing that people are our most important resource, we strive to enhance each individual's contribution to our team by creating a work environment that values collaboration, integrity, passion and pride.

We are seeking a highly organized, detail-oriented Administrative Assistant to support the daily operations of our Design department. This position plays a key role in coordinating schedules, maintaining accurate client records, processing purchase orders, and ensuring effective communication across departments.

The ideal candidate has strong administrative and organizational skills, excellent attention to detail, and the ability to manage multiple priorities in a fast-paced environment. This role requires someone who is proactive, dependable, and comfortable working both independently and collaboratively.

Key Responsibilities

• Create, maintain, and update weekly schedules for the design and delivery teams.
• Support the migration of departmental records and scheduling data to a new software platform, ensuring accuracy, consistency, and data integrity throughout the transition.
• Maintain accurate and up-to-date client information, including entering new records, processing changes, and verifying information.
• Review work orders and customer change forms for accuracy and completeness, coordinating with the Sales team to resolve discrepancies.
• Respond to internal inquiries regarding scheduling, client information, and departmental operations.
• Prepare and process purchase orders with a high degree of accuracy and attention to detail.
• Track, maintain, and update departmental purchasing records, expenses, and costs.Maintain organized records and documentation to support departmental workflows.
• Identify administrative discrepancies and proactively communicate questions or concerns to the appropriate team members.
• Provide occasional hands-on assistance with receiving shipments, unpacking and organizing products, and maintaining departmental workspaces.
• Assist with basic product handling and preparation as needed.Support departmental projects, special events, and other operational needs as assigned.

Qualifications & Skills

• Previous experience in an administrative assistant, office coordinator, scheduling coordinator, or similar administrative role preferred.
• Strong organizational skills with exceptional attention to detail and accuracy.
• Proficiency in Microsoft Office, particularly Excel and Outlook; experience with Microsoft Access or scheduling/database software is a plus.
• Ability to manage competing priorities, meet deadlines, and maintain organized records.
• Strong written and verbal communication skills.
• Ability to work independently, take initiative, and seek clarification when necessary.
• Comfortable learning new software systems and adapting to evolving processes.
• Strong problem-solving skills and a collaborative, team-oriented approach.
• Experience with purchase orders, data entry, scheduling, or administrative support in an operations-based environment preferred.
• Willingness to assist with occasional physical tasks, including lifting, moving, and organizing products.

This position is based in a warehouse environment with designated office spaces and requires comfort working in a setting that combines traditional administrative responsibilities with occasional hands‑on operational support.

The pay range for this role is:

24 - 26 USD per hour (Botanical Warehouse)