Office Manger Job at Encore Talent Solutions in Indian Hill

Office Manager

Luxury Floral & Container Garden Company

Position Overview

The Office Manager plays a critical role in ensuring the smooth daily operations of a high-end floral and container garden business. This individual oversees office administration, supports field operations, manages a small internal team, and acts as a key liaison between the office, field crews, vendors, and leadership. The Office Manager reports directly to the Director of Operations and helps uphold the company’s reputation for excellence, organization, and premium client service.

Key Responsibilities

Office & Administrative Management

• Oversee daily office operations, ensuring efficiency, organization, and professionalism
• Manage office systems, workflows, documentation, and record-keeping
• Maintain calendars, schedules, and internal communications
• Ensure office policies, procedures, and best practices are followed

Team Leadership & Coordination

• Directly manage and support 3 internal office team members
• Provide training, guidance, task prioritization, and performance feedback
• Coordinate administrative support for a 20-person field crew , including scheduling, time tracking, and job documentation
• Foster collaboration between office staff and field teams

Operations & Scheduling Support

• Assist with scheduling, logistics, and operational planning
• Coordinate job schedules, seasonal installations, maintenance routes, and special projects
• Track project timelines and ensure deliverables are met
• Help resolve operational issues proactively and professionally

Client & Vendor Support

• Serve as a point of contact for clients, vendors, and partners as needed
• Ensure exceptional customer service aligned with a luxury brand experience
• Manage vendor communications, purchase orders, and invoicing support
• Assist with client billing, contracts, and account follow-ups

Financial & Reporting Support

• Support payroll preparation, invoicing, and expense tracking
• Monitor budgets, job costing, and operational expenses
• Prepare reports and summaries for leadership
• Maintain accurate records for audits and seasonal planning

Qualifications & Experience

• 3–5+ years of experience in office management, operations, or administrative leadership
• Experience managing teams and coordinating with field or production crews preferred
• Strong organizational, multitasking, and problem-solving skills
• Excellent communication and interpersonal abilities
• Comfort working in a fast-paced, seasonal, and detail-driven environment
• Proficiency with office software (Microsoft Office, Google Workspace, scheduling and accounting tools)
• Experience in landscaping, horticulture, floral, or luxury service industries is a plus

Personal Attributes

• Highly organized and detail-oriented
• Calm, professional, and solution-focused
• Confident leader with a collaborative mindset
• Strong sense of ownership and accountability
• Appreciation for design-driven, high-end service environments

Reporting Structure

• Reports to: Director of Operations
• Manages: 3 internal office team members
• Works closely with: 20-person field crew