Job Description

Green Wallscapes is a company that creates preserved moss walls in West Palm Beach, FL 33401. We are supportive, collaborative and creative. This is a part time role (to start) and will require someone to be here 5 days per week from 9 or 9:30 until 2 or 2:30 daily. There may also be some after hours correspondence that happens outside the work hours in the studio.

Our work environment includes:

• On-the-job training
• Growth opportunities
• Flexible and fun atmosphere

We are looking for a responsible "MOSSome" administrative coordinator to help to administer and coordinate projects for our green wall clients nationwide. The administrative assistant's responsibilities include working closely with our Studio Manager to perform various coordinating tasks, like scheduling, organizing project details, confirming designs with clients, ordering inventory, shipping and logistics, along with administrative duties, like maintaining COIs, quoting projects, cost analysis, etc. To succeed in this role, you should have excellent time management and communication skills, as you’ll collaborate with clients and internal teams to deliver results on deadlines. Ultimately, the administrative assistant’s duties are to ensure that all projects are completed on time, within budget and meet high quality standards. You have to be comfortable with both phone and email communication as well as using various project management and CRM technologies (knowledge of Shopify, Zapier, ChatGPT, and Trello a plus!). In this role you must be comfortable with relentless follow up and be very detail oriented and good at problem solving.

Responsibilities

• Coordinate project management activities, designs, resources, materials, and information - make sure that everything is uploaded in our project management software and communicated across the team
• Schedule management - coordinate with clients and internal team to deliver on time
• Make sure that clients’ needs are met as projects evolve
• Oversee inventory and order materials - moss, foliage, glue, office supplies, substrates, etc. This will also include keeping the warehouse clean and orderly. We import materials from overseas, so staying on top international shipments is also crucial.
• Work with design team to forecast and anticipate timelines and material requirements and follow up with vendors to bring materials in quickly and efficiently
• Monitor project progress
• Use tools to monitor working hours, materials, expenditures - inputting them into our project spreadsheet
• Issue all appropriate insurance and billing paperwork (e.g. COIs and invoicing) Follow up on unpaid balances via email and phone. If you are a notary, that is a plus, otherwise we will have you go through that course at our expense.
• Manage Shipping and Logistics - coordinate with the design team so that the projects fit correctly within the box maximums. Follow up on billing and shipping issues.
• Customer Service - Help clients with basic customer service and sample requests
• Help with interpreting architectural plans and determining square footage (We can train you on this)
• Greet visitors when they come in
• Order food/gifts for celebrations
• Organizing hotels and travel when we do overnight installations
• Occasional information collecting for sales calls

Skills

• Attention to Detail- you must be able to catch mistakes and follow up with clients until you have the details we need to complete the project.
• Tech Savvy - Love new technology and have hands-on experience with project management tools (e.g. Basecamp, Asana, Monday, or Trello), and exposure to G-suite, Zapier, Shopify, and ChatGPT a plus. Must be able to pick up new technology easily.
• Proven work experience as a project coordinator or similar role
• Customer Service Oriented - Loves to speak on the phone to clients and solve problems as they arise.
• Solid organizational skills, including multitasking and time-management
• Strong client-facing and teamwork skills
• Good energy and can do attitude - we say yes!

This Job description is not all-inclusive, and certain activities, duties or responsibilities may be required of the employee as needed.

Pay Rate $18-$23/hr

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