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Monrovia Plants · 2 days ago

Administrative Services Coach

Dayton, OR

Full-time

Onsite

Mid Level

3+ years exp

Monrovia Plants is a company that specializes in growing beautiful plants and fostering careers. The Administrative Services Coach will coordinate purchasing, facilities management, cafeteria operations, and event planning at the local nursery level while ensuring compliance with company policies and procedures.

E-CommerceFood and BeverageWine And Spirits

Responsibilities

Receive and process approved purchase requisitions, prepare requests for proposals, issue purchase orders, and enter the receipt of goods in the purchase order system. Provide craftsman assistance in the ordering process

Train new craftsmen in the use of Oracle Fusion Procurement for entering requisitions and order status and history

Work with vendors for pricing, credits, refunds, warranty issues, placing orders, supply chain planning, and new product demonstrations and introductions

Work closely with the receiving department and green goods department for receiving issues and discrepancies, PO issues, and general support

Work with Finance to ensure invoices are paid before the due date to maintain accounts in good standing with vendors

Coordinate the purchase of all office supplies, equipment, and operational materials at the nursery

Continuously communicate with relevant parties about the status of their orders and any back orders or delays in delivery

Help Finance complete fuel reports; help Production and Planning with cycle counts and inventory discrepancies

Developing and managing the nursery's annual procurement budget. This responsibility includes annual design for the entire nursery, monthly forecasts, and prior-month analysis

Serve as the primary point of contact for all facility-related issues, coordinating with maintenance staff and external contractors

Schedule and oversee routine maintenance, repairs, and inspections of building systems (HVAC, plumbing, electrical, landscaping)

Manage janitorial services, security providers, and other facility vendors

Conduct regular walkthroughs to identify maintenance needs, safety hazards, and cleanliness standards

Coordinate office space planning, furniture needs, and workstation setups for new or relocating craftsmen

Maintain records of maintenance requests, work orders, and vendor contracts

Ensure compliance with health, safety, and environmental regulations

Oversee daily cafeteria operations, including food service coordination, inventory management, and supply ordering

Manage cafeteria vendor relationships, negotiate contracts, and monitor service quality

Ensure the cafeteria maintains health and safety standards and passes all required inspections

Gather craftsman feedback and work with vendors to improve menu offerings and service

Manage cafeteria personnel, budget and track expenses; reconcile invoices with Finance

Plan and coordinate company events, including holiday parties, team celebrations, recognition events, and seasonal gatherings

Manage all aspects of client visits, including scheduling, meeting room preparation, catering, tours, and hospitality services

Coordinate logistics for training sessions, meetings, and special events held on-site

Maintain event calendars and communicate upcoming events to relevant stakeholders

Source and manage relationships with event vendors (caterers, rental companies, entertainment, etc.)

Prepare event budgets, track expenses, and provide post-event summaries

Provide support over a wide range of office tasks; design and manage workflows to encourage productivity

Adhere to Monrovia's policies and procedures and exhibit commitment to the highest levels of ethical, professional, and personal conduct

Demonstrate, model, and support Monrovia's MNQ Lean Six Sigma approach and core values in all communication, correspondence, and activities

Perform other related duties to benefit the mission of the company as assigned

Managing Agenda & Minutes / Follow up on action items

Other administrative activities on management discretion

Qualification

Oracle Fusion ProcurementFacilities ManagementEvent PlanningVendor ManagementMicrosoft SuiteCustomer ServiceBilingual (English/Spanish)Organizational SkillsProblem-Solving Skills

Required

Have at least three years of administrative or office management experience in a professional setting

Must have a valid driver's license and an acceptable driving record

Can work in a team environment with a diverse workforce and serve as a positive influence

Cooperative, receptive to feedback, willing to learn

Accomplish work with minimal supervision, working independently in decision making

Are Willing to engage in conversations on process improvement

Are Proficient at keyboarding, MS Word, and Excel spreadsheet applications, using Microsoft Suite and learning proprietary systems such as Oracle HCM and Oracle Fusion Procurement

Excellent organizational, multitasking, and prioritization skills with the ability to manage competing deadlines

Strong customer service skills with the ability to interact with craftsmen, vendors, and clients professionally and effectively

Demonstrates flexibility regarding immediate needs of team and willingness to embrace change

Ability to effectively communicate in English, both verbally and through written means

Strong problem-solving skills and ability to anticipate needs

Ability and willingness to work in other areas, including field work, as directed by coach

Contributes ideas for improved organization in work area and with the team

Can work in a safe manner; adhere to all workplace and safety policies and report unsafe conditions

Excellent math skills with strong attention to detail and number accuracy

Must be able to work under inclement weather conditions (hot, cold, and rain)

Must be available to work the following schedule: Monday- Friday- 7:30am to 5pm. Saturday: As needed