Office Operations Coordinator May Nursery Inc. Havana, FL Job Details Full-time From $21 an hour 1 day ago Benefits Health insurance 401(k) Qualifications Customer communication Administrative experience Full Job Description May Nursery, Inc. is seeking a dependable, organized, and detail-oriented Office Administrator & Customer Support Coordinator to join our office team. This position is responsible for a combination of front-office operations, customer service, order processing, accounts receivable, and administrative support for HR, payroll, and our seasonal H-2A workforce program. We are looking for someone who is comfortable taking ownership of recurring responsibilities, following tasks through to completion, communicating with customers and employees, and keeping records accurate and organized. Primary Responsibilities Front Office & Customer Service Answer and route incoming telephone calls. Greet and assist customers, vendors, applicants, employees, and other visitors. Receive and process customer orders by phone. Assist customers with routine order and account questions. Maintain front-office coverage as needed. Receive training on office opening and closing procedures and be responsible for securely closing the office on an occasional basis, as scheduled or needed. Cook breakfast for management staff as assigned, including basic setup and cleanup of the kitchen/breakfast area. Sort and distribute incoming mail, deliveries, checks, invoices, and correspondence. Prepare outgoing mail and routine correspondence. Order Processing & Shipping Documentation Enter customer orders in Plantiful. Check out customer and delivery trucks after loading. Prepare and process Bills of Lading (BOLs) and other required shipping documents. Generate and send electronic invoices to customers. Provide customers with invoices, BOLs, and other supporting documentation when requested. Accounts Receivable Post and apply customer payments to the appropriate invoices in Plantiful. Research shortages, overpayments, unapplied payments, and payment discrepancies. Send customer statements and requested account documentation. Maintain accurate and organized customer account records. Follow up on routine payment or account discrepancies as needed. HR & Employee Administrative Support Prepare new-hire packets, forms, folders, labels, and employee acknowledgements. Review onboarding paperwork for missing information, signatures, or dates. Assist with administrative documentation associated with employee onboarding, arrivals, departures, and seasonal activities. Maintain organized employee-related administrative records. Handle employee and Company information confidentially. Payroll & Timekeeping Support Review employee time records for missing punches and obvious discrepancies before payroll processing. Follow up with supervisors for missing or incomplete timekeeping information. Collect, organize, and maintain payroll-related forms and supporting documentation. H-2A Administrative Support Prepare H-2A employee arrival, onboarding, training, and departure materials. Maintain assigned H-2A logs and tracking records. Assist with maintaining organized training, housing, transportation, arrival, and departure documentation. Qualifications Previous office, administrative, customer service, accounts receivable, or related experience preferred. Strong attention to detail and organizational skills. Comfortable working with numbers, customer accounts, and financial information. Strong telephone and customer service skills. Ability to accurately enter and maintain information in computer systems and spreadsheets. Proficiency with Microsoft Office, including Outlook, Word, and Excel. Experience with accounting, order-entry, or business management software is preferred. Ability to follow established procedures and maintain accurate records. Dependable attendance and punctuality. Ability to maintain confidentiality when handling employee, payroll, and Company information. What We Are Looking For The ideal candidate is someone who: Is organized and notices when something is missing or does not look right. Has a strong ability to multitask and manage competing priorities throughout the day. Can comfortably shift between customer service, accounting-related duties, employee support, and administrative work throughout the day. Will take responsibility for completing recurring tasks without needing constant reminders. Is comfortable communicating with both customers and employees. Understands the importance of accuracy, documentation, and confidentiality. Is willing to assist with miscellaneous office-support responsibilities outside of routine administrative duties when needed.

Pay:

From $21.00 per hour Expected hours: 40.0 per week

Benefits:

401(k) Health insurance

Work Location:

In person