Operations Coordinator

If interested in applying for this position, an assessment via the provided link is required upon completion of an application

https://assessment.predictiveindex.com/bo/59S8/OperationsCoordinator_Sep2025_174226

Company Overview

Botanical Designs and its affiliates, Foliage Design Systems, and McCaren Designs 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.

Shape

Position Summary

The Operations Coordinator supports the daily functions of the business with a strong focus on procurement, inventory management, data entry, and internal coordination. This role plays a key part in ensuring efficient operations across departments and timely delivery of materials for our landscape and holiday décor projects. The ideal candidate is organized, detail-oriented, and adaptable, with a proactive approach to problem-solving and collaboration.

Shape

Key Responsibilities

Procurement & Vendor Management

Source and order materials including, but not limited to, plants, décor items, lighting, installation supplies, and office products.

Maintain strong vendor relationships and track deliveries to meet project and office needs.

Use Aspire software to create purchase orders, track inventory, and manage job costing.

Forecast material needs in coordination with the design and field teams.

Warehouse & Product Management

Receive incoming deliveries, verify accuracy, and ensure proper storage in the warehouse.

Coordinate with warehouse staff and field teams to distribute materials for scheduled jobs.

Maintain inventory levels and assist with conducting regular inventory audits, as needed.

Data Entry & System Management

Accurately enter and update all purchase orders, inventory records, invoices, and job-related data in Aspire.

Maintain up-to-date documentation of deliveries, stock usage, and system records.

Generate reports from Aspire to support procurement, inventory, and project tracking.

Organize and maintain both digital and physical filing systems related to orders and inventory.

Operational & Client Coordination

Communicate professionally with clients regarding order status, scheduling, and delivery-related inquiries.

Coordinate with field crews to ensure timely availability of materials for installations.

Support logistics planning, vendor delivery tracking, and internal team communication.

Respond to client and vendor inquiries via phone and email in a timely and courteous manner.

Provide general administrative and office support, including ordering supplies and maintaining a well-stocked office environment.

Assist during seasonal workload spikes, particularly around holiday décor installations.

Perform other duties as assigned to support operational and business needs.

Shape

Qualifications

2+ years of experience in procurement, operations coordination, or data entry (preferably in landscaping, design, or décor-related industries)

Working knowledge of Aspire software (strongly preferred)

Strong organizational skills and attention to detail

High level of accuracy in data entry and documentation

Proficient in Microsoft Office Suite, especially Excel

Excellent verbal and written communication skills

Ability to multitask, prioritize, and meet deadlines in a fast-paced environment

Shape

Preferred Qualifications

Experience managing seasonal inventory and time-sensitive purchasing

Familiarity with plant materials, holiday décor, or landscape installation workflows

Experience in warehouse receiving or inventory control

Shape

Working Conditions

Full-time, in-person position

Warehouse presence is required to assist with receiving or inventory

Additional hours will be required during peak holiday and seasonal installation periods