Design Operations Admin — Plants & Scheduling

CityScapes; Boston (MA); On-site; USD 33,000 - 36,000; Full time

Job summary

CityScapes, based in Massachusetts, is seeking an organized Administrative Assistant to support the Design department in a warehouse environment. You will manage weekly schedules, enter and update client records, and process purchase orders with high accuracy.

You will assist with migrating records to a new software platform, coordinate with Sales to resolve discrepancies, and support various operations and events as needed. Proactive, detail-oriented candidates thrive in this role.

Qualifications

• 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.

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.

Skills

Organizational skills

Attention to detail

Communication skills

Independent work

Team collaboration

Data entry

Purchase orders

Multitasking

Learning new software

Light physical tasks

Tools

Microsoft Excel

Microsoft Outlook

Microsoft Access

Scheduling/database software

Job description

CityScapes, based in Massachusetts, is seeking an organized Administrative Assistant to support the Design department in a warehouse environment. You will manage weekly schedules, enter and update client records, and process purchase orders with high accuracy.

You will assist with migrating records to a new software platform, coordinate with Sales to resolve discrepancies, and support various operations and events as needed. Proactive, detail-oriented candidates thrive in this role.