Operations Coordinator

Botanical Designs; Rockville (MD); In loco; USD 29.000 - 32.000; Tempo pieno

Descrizione del lavoro

Botanical Designs LLC. seeks an Operations Coordinator for the Rockville, MD branch to support scheduling, invoicing, and Aspire software operations.

The role ensures accurate schedules, punch audits, and proper inventory tracking while coordinating with maintenance, installation, and procurement teams. Ideal candidates are highly detail-oriented, tech-savvy, and able to thrive in a fast-paced environment where accuracy and follow-through are critical.

Competenze

• 2+ years of experience in operations, scheduling, or admin support (landscape/horticulture preferred)
• Strong working knowledge of Aspire or similar project management/ERP software
• High attention to detail and organizational skills
• Ability to prioritize multiple tasks with tight deadlines
• Strong communication and cross-department collaboration skills
• Proficiency in Microsoft Office Suite (Excel)
• Experience with invoicing and inventory management

Mansioni

• Aspire System Management: act as branch expert for Aspire, manage service tickets, perform punch audits, generate reports.
• Scheduling & Ticket Oversight: coordinate daily/weekly scheduling, review tickets, align with staffing.
• Invoicing & Data Accuracy: assist with invoices, match with billing records, resolve discrepancies.
• Inventory & Procurement Support: track inventory, assist with audits, coordinate with procurement.
• Operational Support: coordinate across Maintenance, Install, Procurement and Admin; assist training and process improvements.

Conoscenze

Scheduling

Ticket management

Communication

Attention to detail

Organizational skills

Strumenti

Aspire software

Microsoft Excel

Descrizione del lavoro

Job Details

Job Location: Rockville Branch - Superior - Rockville, MD 20850, Position Type: Full-Time/Part-Time, Salary Range: $21.00 - $23.00 Hourly, Job Category: Admin - Clerical, Company Overview

Company Overview

Botanical Designs and its affiliates, Foliage Design Systems, McCaren Designs and Good Earth 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 Coordinator serves as the branch’s Aspire software specialist and supports daily business functions with a focus on scheduling, ticket management, invoicing, and operational efficiency. This role ensures that maintenance and installation teams are fully supported with accurate schedules, completed punch audits, timely invoicing, and proper inventory tracking. The ideal candidate is highly detail-oriented, tech-savvy, and thrives in a fast-paced environment where accuracy and follow-through are critical.

Job Duties and Responsibilities (Essential Functions)

Aspire System Management

• Serve as the branch expert and point-of-contact for Aspire software.
• Manage all service tickets (creation, scheduling, updates, and closures) 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 support leadership in tracking performance.

Scheduling & Ticket Oversight

• Coordinate daily and weekly scheduling of tickets to maximize crew efficiency and resource allocation.
• Review open and pending tickets to prevent backlogs.
• Collaborate with Account Managers, Operations, and Supervisors to align work tickets with staffing availability.

Invoicing & Data Accuracy

• Assist with preparation and review of invoices in Aspire, ensuring accuracy before submission.
• Match tickets, proposals, and approvals against billing records.
• Resolve discrepancies between field reporting and invoicing.

Inventory & Procurement Support

• Assist with: Track plant, container, and material inventory within Aspire.
• Assist with inventory audits and coordinate with Procurement to ensure availability for upcoming jobs.
• Support warehouse team with documentation of material usage tied to tickets/projects.

Operational Support

• Provide cross-department coordination between Maintenance, Install, Procurement, and Admin teams.
• Assist leadership in training staff on Aspire best practices.
• Support special projects, seasonal spikes (e.g., Holiday), and process improvement initiatives.

Level Requirements

• 2+ years of experience in operations, scheduling, or administrative support (landscape/horticulture preferred).
• Strong working knowledge of Aspire (or similar project management/ERP software).
• High attention to detail and organizational skills.
• Ability to prioritize multiple tasks with tight deadlines.
• Strong communication and collaboration skills across departments.
• Proficiency in Microsoft Office Suite (especially Excel).
• Prior experience in landscaping, horticulture, or facility services.
• Familiarity with plant materials, installation workflows, or maintenance routes.
• Experience with invoicing and/or inventory management.
• Full-time, in-person position at the Seattle branch.
• Office-based with occasional time in the warehouse to support inventory or audits.
• Prior experience in landscaping, horticulture, or facility services.
• Familiarity with plant materials, installation workflows, or maintenance routes.
• Experience with invoicing and/or inventory management.
• Bilingual a plus
• Extended hours may be required during peak installation or holiday seasons
• Warehouse presence is required to assist with receiving inventory
• Additional hours will be required during peak holidays and seasonal installation periods

Physical Requirements

Thephysicaldemandsdescribedherearerepresentativeofthosethatmustbemetbyanemployeeto successfully perform the essential functions of this job:

Whileperformingthedutiesofthisjob,theemployeeisregularlyrequiredtotalkand/orhear.Theemployeeisfrequentlyrequiredtosit,stand,walk;usehands to finger, handle orfeel;andreach withhands and arms.Must have the ability to stand for extended periods of time.

The employeeisfrequentlyrequiredtoclimb orbalance;and stoop, kneel, crouch or crawl. The employeemustfrequentlyliftand/ormoveupto20-40poundsandoccasionallyliftand/ormoveup to50pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depthperceptionand ability to adjust focus.

VariedFieldEnvironmentperformingoutdoorworkwithmoderatetooccasionalloudnoise.

This is a minimal description of duties and is not intended to describe, in detail, the multitude of tasks thatmaybeassigned.Asthenatureofbusinessdemandschange,somaytheessentialfunctionsofthisposition.

Equity

Botanical Designs LLC. And affiliatesisan Equal Opportunity Employer.

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