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Office Administrator

Position Summary: The Nursery Office Administrator works independently with minimal supervision, providing a broad range of administrative and clerical support to Nursery Operations serving as the liaison between management, staff and SGC Administration as well as outside clients, contractors and vendors. The Office Administrator is responsible for preparing Bud Live Reports, tree shipment organization and Inventory Management; supporting Employment and Payroll functions for Nursery staff; coordination and analysis as it relates to Safety, Environmental, Purchasing, Receiving, SAP, Outside Contractors, Internal and External Sales Contractors; basic project management and file maintenance/data analysis; as well as general support of all Nursery Operations when applicable.



Essential Duties:



  • Conducts office administrative services such as organizing office operations and procedures, efficiently and accurately preparing payroll, properly preparing and routing correspondence, designing and maintaining filing systems, generating and receiving supply orders (includes office, production, fuel, chemicals and fertilizers), and overall utilizing departmental administrative resources to the fullest extent

  • Basic project management: tracks department expenses, processes invoices, maintains budget, generates reports (bud cutting reports for the State), prints tags, draws up contracts, etc.;

  • Conducts onboarding and orientation of new employees ensuring all benefits, PPE, etc. are provided; inputs employee data, weekly hourly payroll, salaried vacation days and employee incident reports into SAP

  • Reviews operating practices and procedures to ensure compliance and determine whether improvements can be made in areas such as workflow, reporting procedures, expenditures, inventory management/movement, etc. as well as schedules maintenance of company vehicles, ensure diesel tank inspections conducted and chemical inventory complete

  • Plans and coordinates employee and Nursery events as well as various employee training initiatives (i.e., new hire, Environmental, Safety first aid, CPR, fire extinguisher, WPS etc.), Nursery functions, meetings, etc.

  • Provides customer service as first line of customer contact, qualifying their needs, to assist/respond to all routine requests as well as assists with tree delivery scheduling

  • Any other duties and directives as assigned by management


Supervisory Responsibilities:



  • N/A


Qualifications:



  • Strong customer service orientation and the ability to work effectively and professionally with all levels within the organization

  • Must be approachable and possess the ability to earn trust and credibility with all employees using discretion with confidential information

  • Excellent interpersonal and communication skills; effectively keep team members and customers informed on the status of assignments/projects

  • Highly organized with keen attention to detail; demonstrate confidence in skills, knowledge and abilities

  • Demonstrate ownership; ability to establish self as a 'go-to' departmental resource

  • Proven track record of excellent follow-through on assignments; demonstrated commitment on getting tasks accomplished accurately

  • Show genuine concern for quality work and in providing a quality work product

  • Demonstrated ability to multi-task and balance numerous priorities in a deadline-oriented environment while interacting with many customers (internal/external)

  • Strong background and fluency with Microsoft Office products; familiarity with an HRIS (preferably SAP)

  • Willingness to work overtime when needed, on weekends, with short notice; must be reliable

  • Self-starter; ability to work independently and proactively seek out answers/resources on own


Minimum Requirements:



  • High school diploma or equivalent minimum; advanced learning preferred

  • Three to four years Office Management experience strongly desired

  • Office Management skills/certification preferred; basic Human Resources technical skills and Contract Management a plus

  • Worker Protection Standards (WPS) Certification a plus (required within first six (6) months in position)

  • Bilingual (English/Spanish) a plus

  • Valid driver's license and automobile insurance

  • Successful completion of any required training or orientation course(s)

  • Satisfactory completion of drug screen and background check (external applicants)


Working Conditions:


80% of the work environment is conducted in an environmentally controlled office atmosphere, with moderate exposure to adverse customer relationships, using repetitive motions and routinely using standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines


10% of the work environment requires the operation of automobiles for travel to off-site locations (travel is expected to be minimal and would be primarily local during the business day, although some out-of-the-area and overnight travel may occasionally be expected), lifting up to 50 lbs., and being exposed to outdoor climates


10% of the work environment requires exposure within a greenhouse environment with moving tables in a noisy atmosphere while wearing PPE, i.e.: lab coat, hard hat, goggles, hair net, and/or ear plugs


This information indicates the general nature and level of work performed by associates in this position. It is not designed to contain a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this position. This description supersedes and previous or undated descriptions for this position. Management has the right to add or change the duties for this position at any time.


 

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