POSITION SUMMARY

Bluebird Gardening is a small business that values its employees and has been providing landscaping and garden services since 2000. It operates out of a small office and shop space in South Minneapolis. 

The Office Coordinator is responsible for providing high functioning administrative duties relating to office procedures and customer service. The Office Coordinator is also responsible for supporting field-based staff who work across the metropolitan region, including communication across multiple platforms and shop-based logistics, as well as being an anchor for multiple crews while they are away from the shop and office. A typical day in the busy season includes: checking for last minute schedule changes, carrying out desk-based tasks (communicating with clients, reviewing and processing project inquiries, scheduling tasks, ordering supplies etc.), greeting the crews when they return from field work and supporting any end of day tasks they may need assistance with (recording information, unloading gear, organizing, etc.).

ESSENTIAL FUNCTIONS

Reasonable Accommodations Statement

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Essential Functions: position may include additional duties as needed

Client Communications and Project Coordination

• Communicate in professional and timely manner on the phone and in writing with clients 
• Review Project Inquiry requests and other information from clients, respond to questions, pass on appropriate information to staff members, and record process in Google Drive
• Assist with the tracking of Seasonal tasks
• Schedule meetings between staff and clients 
• Responsible for responding to client inquiries, recording and transferring to appropriate staff members 
• Manage client contact info in Google Drive.

Field Crew and Shop Support 

• Support field crews in the shop, (move trucks as needed, find addresses, etc.)
• Place, track and receive orders of select materials, supplies and equipment, such as mulch, chemicals, fertilizers, and gardening tools. 
• Create and manage plant watering schedule  
• Collect and track weekly truck maintenance and equipment maintenance documents 
• Fill gas containers weekly or bi-weekly
• Manage First Aid kits
• Support Crew Leads with equipment and vehicle repair coordination
• Deliver items to field crews on location when needed 

Office Coordination and Administration

• In coordination with the Administrative Manager: track all completed report sheets, calculate time cards as needed and support new hire orientation 
• In coordination with the Administrative Manager: complete all new hire onboarding tasks 
• Distribute, track and collect tools and other gear for new hires and departing employees
• Distribute and update Employee Handbook
• Manage the Staff Availability Calendar, and communicate with the employees supervisor any forecasted staff coverage issues  
• Manage and verify all employee contact info, track and file required employee documents  
• Maintain stock of  time off requests, expense sheets, truck maintenance reports and report sheets 
• Track and support staff with fertilizer and pesticide license renewals and scheduling tests
• Support management staff with job recruitment and assist in posting positions
• Update and maintain Incident Response Plan  
• Post and keep up to date informational, labor, health and safety workplace posters
• Track and order office supplies, T-shirts and other swag
• Keep office, kitchen area and bathrooms tidy as needed  
• Manage office electronics (internet, printers, computers, phones, timeclock, ring cameras)  
• Maintain Google Drive organization  
• File and track all legal business requirements (SDS, DOT cards)  
• Keep SDS Binders and digital copies updated and current  

POSITION QUALIFICATIONS

Competencies:

• Excellent communication skills
• Strong customer service skills
• Strong organizational skill
• Ability to address multiple urgent and emergent tasks in a timely manner to support staff
• Ability to manage and/or update existing policies and procedures to maximize efficiency and organization.

 SKILLS & ABILITIES

Education and Experience:  Minimum two years of experience in administrative work. Landscaping and/or plant knowledge encouraged. Knowledge and experience with small gas-powered equipment and other landscaping equipment is a plus. Experience driving a bobcat or the willingness to learn.

Computer Skills: Proficient in Google Drive (email, docs, sheets) basic website and social media editing.

Certificates & Licenses:  Must have a valid drivers license

Other Requirements:

• Must be able to track multiple priorities and prioritize tasks
• Must be able to take in and organize information from multiple sources and take actions to support others based on emerging needs
• Must be able to work independently and as part of a team
• Must be motivated to support others
• Must able to maintain 12:30pm – 5pm schedule Monday through Friday
• Desire and ability to learn about plants and the landscaping industry

PHYSICAL DEMANDS

Other Physical Requirements: may work outdoors during inclement weather, ability to travel by car, high frequency of computer keyboarding, high frequency of viewing a computer monitor, etc.

 WORK ENVIRONMENT

Work is performed primarily in office.  Occasional vehicle and outdoor settings, in all weather conditions, including temperature extremes, during day shifts. The noise level in the work environment is usually quiet in office settings and moderate in other situations.

The Company has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee’s ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the Company reserves the right to change this position description and/or assign tasks for the employee to perform, as the Company may deem appropriate.

Fill out an application here.