Office & Operations Coordinator Position Summary The Office & Operations Coordinator serves as the central operational and administrative coordinator for the Sarasota Maintenance Department. This role connects field operations, Account Managers, Production Managers, Human Resources, irrigation teams, vendors, homeowners, HOA representatives, and billing departments to ensure information, projects, and daily operational priorities move efficiently across the organization. The Office & Operations Coordinator oversees a broad range of operational functions, including maintenance administration, employee and HR coordination, proposal development, irrigation and enhancement project tracking, vendor management, purchasing, billing documentation, customer service, safety and incident administration, material coordination, and operational reporting. Success in this position requires exceptional organization, communication, accountability, and follow-through, along with the ability to manage multiple time-sensitive priorities simultaneously. The role is responsible for maintaining accurate documentation and operational visibility throughout the full lifecycle of work-from initial request and proposal development through scheduling, completion, billing, and final closeout. Key Responsibilities Maintenance Operations & Employee Support Coordinate the day-to-day administrative operations of the Sarasota Maintenance Department. Track and verify daily employee hours and maintain an accurate, current roster of active crews and personnel. Prepare, maintain, and distribute operational reports, trackers, schedules, and supporting documentation. Compile documentation related to employee or operational damage charges and submit complete reimbursement packages to Sunny Grove Payroll, TEEOFF, ABC, and other applicable departments. Serve as a primary administrative resource for field employees regarding documentation, payroll-related questions, employment concerns, and HR support. Act as the liaison between Sarasota Maintenance employees and the FM Human Resources team, ensuring questions, concerns, and required documentation are addressed promptly. Coordinate hiring and on boarding documentation for Sarasota Maintenance employees, ensuring required paperwork is complete, accurate, and submitted to FM for enrollment and processing. Proposal Management & Irrigation Project Coordination Manage Maintenance and Irrigation proposals from initial request through preparation, submission, approval, execution, and final billing. Coordinate with Branch Management, Account Managers, Production Managers, irrigation personnel, and HOA representatives regarding proposal scope, pricing, documentation, revisions, approvals, and follow-up. Maintain accurate tracking and visibility of proposals by status, including outstanding, pending

•approved, scheduled, completed, and ready-to-bill work. Coordinate approved projects through the operational workflow and ensure all required documentation is collected, including before-and-after photographs and completion records. Prepare approved work packages for the "Next Week

•Schedule" process and submission to FM. Coordinate with irrigation personnel to review completed projects and verify scope completion. Complete project closeout requirements and transition verified projects to "Ready to Bill" status. Review billing packages for completeness and accuracy to minimize invoicing errors, payment delays, and missing documentation. Vendor, Purchasing & Invoice Management Coordinate administrative and operational processes for outside vendors, including Centenos, Horticulture, Garden Masters, and other service providers. Obtain, organize, and review vendor estimates, proposals, and supporting documentation. Prepare customer proposals based on approved vendor estimates and project requirements. Generate and distribute purchase order (P.O.) numbers as required. Track vendor projects from initial estimate and customer approval through scheduling, completion, billing, and payment. Confirm required completion documentation is received before vendor projects are closed. Prepare completed vendor projects for customer billing and vendor payment processing. Follow up with internal departments and vendors as necessary to help ensure invoices are accurate and payments are processed in a timely manner. Field Operations, Labor Coordination & Safety Serve as a daily operational point of contact for Account Managers, Production Managers, field employees, and labor providers. Facilitate communication between office operations and field teams to resolve administrative and operational needs efficiently. Manage the administrative workflow following workplace accidents, injuries, property damage, or other reportable incidents. Collect accident and incident reports, photographs, statements, and other supporting documentation and maintain complete case files. Track outstanding accident and incident requirements and coordinate with Sunny Grove, TEEOFF, ABC, and applicable internal departments through final resolution and case closure. Review and approve labor invoices from TE EOFF, ABC, and Sunny Grove for regular and overtime hours. Verify reported hours and supporting documentation for accuracy before invoice approval. Homeowner & HOA Customer Service Serve as a primary office contact for homeowners and HOA representatives regarding maintenance and irrigation services. Respond professionally and promptly to telephone calls and emails concerning service requests, complaints, questions, and property-related concerns. Work directly with the appropriate Production Manager or operational leader to investigate concerns, determine required action, and coordinate resolution. Maintain ownership of open customer issues through resolution rather than simply transferring or forwarding requests. Provide appropriate follow-up to homeowners and HOA representatives while maintaining communication with field management regarding corrective actions and completion status. Help ensure customers feel heard, informed, and supported while providing field teams with clear and actionable information. Plants, Materials & Operational Systems Coordinate weekly plant and material orders for Sarasota Maintenance operations. Work with operational leadership to determine required quantities, materials, delivery locations, timelines, and support information. Ensure Production Managers receive the documentation and information required for material pickup, delivery, and installation. Maintain operational schedules, reports, presentations, trackers, project records, and supporting documentation using company systems and productivity tools. Regularly utilize NetSuite, Microsoft Excel, Microsoft Word, Canva, Microsoft Teams, and Al-based productivity tools for scheduling, reporting, presentations, documentation, communication, and project tracking. Maintain organized and current digital records that provide management and field teams with visibility into operational priorities, project status, and outstanding actions. Team Leadership & Weekly Operational Coordination Provide day-to-day direction and oversight for two team members responsible for irrigation billing and zone completions. Monitor assigned responsibilities and workflow to ensure billing, zone completions, and supporting documentation are accurate and processed according to established timelines. Provide guidance, follow-up, and accountability to support timely completion of assigned responsibilities. Participate in the weekly Thursday Microsoft Teams operational coordination meeting with key team members to review current activity, outstanding items, project status, and priorities for the upcoming week. Ensure relevant operational information, trackers, schedules, and documentation are updated and communicated to the appropriate departments and team members. Hours are Monday

•Friday 6:30 am

•3:30 pm with a 1 hour lunch break.

Pay:

$52,000.00

•$60,000.00 per year

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Life insurance Vision insurance

Work Location:

In person