Operations Coordinator

Company Overview

Botanical Designs and its affiliates, Foliage Design Systems, McCaren Designs and Good Earth are a creative and dynamic company specializing in interior and exterior landscaping, as well as seasonal holiday décor installations. Our mission is to transform commercial spaces into visually stunning environments that reflect beauty, festivity, and functionality. We are passionate about our work and committed to delivering high-quality design and installation services to our clients.

Summary Description:

The Operations Coordinator serves as the branch’s Aspire software specialist and supports daily business functions with a focus on scheduling, ticket management, invoicing, and operational efficiency. This role ensures that maintenance and installation teams are fully supported with accurate schedules, completed punch audits, timely invoicing, and proper inventory tracking. The ideal candidate is highly detail-oriented, tech-savvy, and thrives in a fast-paced environment where accuracy and follow-through are critical.

Job Duties and Responsibilities (Essential Functions):

Aspire System Management

• Serve as the branch expert and point-of-contact for Aspire software.

• Manage all service tickets (creation, scheduling, updates, and closures) for Maintenance, Irrigation and Install divisions.

• Conduct regular Aspire punch audits to ensure tickets and opportunities are accurate and complete.

• Generate reports and dashboards to support leadership in tracking performance.

Scheduling & Ticket Oversight

• Coordinate daily and weekly scheduling of tickets to maximize crew efficiency and resource allocation.

• Review open and pending tickets to prevent backlogs.

• Collaborate with Account Managers, Operations, and Supervisors to align work tickets with staffing availability.

Invoicing & Data Accuracy

• Assist with preparation and review of invoices in Aspire, ensuring accuracy before submission.

• Match tickets, proposals, and approvals against billing records.

• Resolve discrepancies between field reporting and invoicing.

Inventory & Procurement Support

• Assist with: Track plant, container, and material inventory within Aspire.

• Assist with inventory audits and coordinate with Procurement to ensure availability for upcoming jobs.

• Support warehouse team with documentation of material usage tied to tickets/projects.

Operational Support

• Provide cross-department coordination between Maintenance, Install, Procurement, and Admin teams.

• Assist leadership in training staff on Aspire best practices.

• Support special projects, seasonal spikes (e.g., Holiday), and process improvement initiatives.

Level Requirements:

• 2+ years of experience in operations, scheduling, or administrative support (landscape/horticulture preferred).

• Strong working knowledge of Aspire (or similar project management/ERP software).

• High attention to detail and organizational skills.

• Ability to prioritize multiple tasks with tight deadlines.

• Strong communication and collaboration skills across departments.

• Proficiency in Microsoft Office Suite (especially Excel).

• Prior experience in landscaping, horticulture, or facility services.

• Familiarity with plant materials, installation workflows, or maintenance routes.

• Experience with invoicing and/or inventory management.
• Full-time, in-person position at the Seattle branch.
• Office-based with occasional time in the warehouse to support inventory or audits.
• Prior experience in landscaping, horticulture, or facility services.
• Familiarity with plant materials, installation workflows, or maintenance routes.
• Experience with invoicing and/or inventory management.
• Bilingual a plus

Extended hours may be required during peak installation or holiday seasons

Warehouse presence is required to assist with receiving inventory

Additional hours will be required during peak holidays and seasonal installation periods

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job:

While performing the duties of this job, the employee is regularly required to talk and/or hear. The employee is frequently required to sit, stand, walk; use hands to finger, handle or feel; and reach with hands and arms. Must have the ability to stand for extended periods of time.

The employee is frequently required to climb or balance; and stoop, kneel, crouch or crawl. The employee must frequently lift and/or move up to 20-40 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Varied Field Environment performing outdoor work with moderate to occasional loud noise.

This is a minimal description of duties and is not intended to describe, in detail, the multitude of tasks that may be assigned. As the nature of business demands change, so may the essential functions of this position.

Botanical Designs LLC. And affiliates is an Equal Opportunity Employer.

All offers of employment at Botanical Designs LLC. are contingent upon clear results from a background check.