Operations Administrator

Botanical Designs, LLC.; Sunnyvale (CA); On-site; USD 50,000 - 56,000; Full time

Benefits offered by this job

Medical

Dental

Vision

401K

Paid Holidays

PTO

Job summary

Botanical Designs LLC in Sunnyvale, CA is seeking an Operations Administrator to support daily operations, executive communications, reporting, and administrative functions. You will be a key link between leadership, operational teams, vendors, and clients to ensure processes run smoothly.

The ideal candidate has exceptional written communication, advanced Excel skills, and the ability to manage multiple priorities in a fast-paced environment.

Qualifications

• Associate or bachelor’s degree in business administration, Operations Management, or a related field preferred.
• 3+ years of experience in operations, administration, executive support, or a similar role.
• Advanced proficiency in Microsoft Office Suite, particularly Excel, Word, Outlook, and PowerPoint.
• Excellent attention to detail and commitment to accuracy.
• Ability to prioritise multiple projects and meet deadlines in a dynamic environment.
• Strong interpersonal and professional communication skills.

Responsibilities

• Coordinate and support day-to-day operational activities across departments.
• Develop, implement, and maintain operational processes, procedures, and documentation.
• Monitor workflows and identify opportunities to improve efficiency and productivity.
• Assist leadership with project coordination, tracking deliverables, and meeting deadlines.
• Maintain operational records, databases, and filing systems with a high degree of accuracy.
• Prepare executive-level reports, presentations, business correspondence, proposals, and internal communications.
• Draft, edit, and proofread professional documents for senior leadership and external stakeholders.
• Create meeting agendas, record minutes, and track action items to completion.
• Communicate professionally with executives, clients, vendors, and team members on behalf of leadership.
• Analyze operational data and provide actionable insights to management.
• Generate recurring and ad hoc reports to support decision-making.
• Ensure data integrity, accuracy, and consistency across reporting platforms.
• Identify trends and recommend process improvements based on data analysis.
• Manage calendars, schedules, and meeting coordination as required.
• Support vendor management, contract tracking, and procurement processes.
• Assist with budgeting, expense tracking, and operational forecasting.
• Coordinate office administration functions and support special projects as assigned.
• Maintain confidentiality of sensitive business and personnel information

Skills

Excel proficiency

Communication

Project coordination

Attention to detail

Time management

Interpersonal skills

Education

Bachelor’s or Associate degree in business/related field

Tools

Aspire CRM

Service Titan

Job description

Job Details: Job Location: Sunnyvale Branch - AddLife - Sunnyvale, CA 94085, Position Type: Full Time, Salary Range: $24.00 - $27.00 Hourly, Company Overview

Botanical Designs and its affiliates are a creative and dynamic company specializing in interior and exterior landscaping, as well as seasonal holiday décor installations. Our mission is to transform commercial spaces into visually stunning environments that reflect beauty, festivity, and functionality. We are passionate about our work and committed to delivering high-quality design and installation services to our clients.

Summary Description

The Operations Administrator is a highly organized and detail-oriented professional responsible for supporting daily business operations, executive communications, reporting, and administrative functions. This role serves as a critical link between leadership, operational teams, vendors, and clients by ensuring processes are efficient, documentation is accurate, and reporting is delivered at an executive level. The ideal candidate possesses exceptional written communication skills, advanced Microsoft Excel expertise, and the ability to manage multiple priorities in a fast-paced environment.

Job Duties and Responsibilities (Essential Functions)

Operational Support

• Coordinate and support day-to-day operational activities across departments.
• Develop, implement, and maintain operational processes, procedures, and documentation.
• Monitor workflows and identify opportunities to improve efficiency and productivity.
• Assist leadership with project coordination, tracking deliverables, and meeting deadlines.
• Maintain operational records, databases, and filing systems with a high degree of accuracy.

Executive Communications

• Prepare executive-level reports, presentations, business correspondence, proposals, and internal communications.
• Draft, edit, and proofread professional documents for senior leadership and external stakeholders.
• Create meeting agendas, record minutes, and track action items to completion.
• Communicate professionally with executives, clients, vendors, and team members on behalf of leadership.

Data Analysis & Reporting

• Analyze operational data and provide actionable insights to management.
• Generate recurring and ad hoc reports to support decision-making.
• Ensure data integrity, accuracy, and consistency across reporting platforms.
• Identify trends and recommend process improvements based on data analysis.

Administrative Management

• Manage calendars, schedules, and meeting coordination as required.
• Support vendor management, contract tracking, and procurement processes.
• Assist with budgeting, expense tracking, and operational forecasting.
• Coordinate office administration functions and support special projects as assigned.
• Maintain confidentiality of sensitive business and personnel information

Required Qualifications

• Associate or bachelor’s degree in business administration, Operations Management, or a related field preferred.
• 3+ years of experience in operations, administration, executive support, or a similar role.
• Advanced proficiency in Microsoft Office Suite, particularly Excel, Word, Outlook, and PowerPoint.
• Excellent attention to detail and commitment to accuracy.
• Ability to prioritize multiple projects and meet deadlines in a dynamic environment.
• Strong interpersonal and professional communication skills.

Preferred Qualifications

• Advanced Excel skills, including:
• Advanced formulas and functions pivot tables
• Data validation and reporting automation
• Experience with ERP, CRM, specifically Aspire or Service Titan project management systems.

Benefits for Full Time Eligible Include:

• Medical with contribution coverages on our health program as defined by plan
• Dental as defined by plan
• Vision as defined by plan
• 401K as defined by plan
• Paid Holidays as defined by company policy
• Personal Time Off (PTO) based on the accrual allotment as defined by the company policy

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job: While performing the duties of this job, the employee is regularly required to talk and/or hear. The employee is frequently required to sit, stand, walk; use hands to finger, handle or feel; and reach with hands and arms. Must have the ability to stand for extended periods of time.

The employee is frequently required to climb or balance; and stoop, kneel, crouch or crawl. The employee must frequently lift and/or move up to 20-40 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. Varied Field Environment performing outdoor work with moderate to occasional loud noise.

This is a minimal description of duties and is not intended to describe, in detail, the multitude of tasks that may be assigned. As the nature of business demands change, so may the essential functions of this position.

Botanical Designs LLC. And affiliates is an Equal Opportunity Employer.

All offers of employment at Botanical Designs LLC. are contingent upon clear results from a background check.