Operations Administrator

This position is fully in-person and averages 42-45 hours weekly, with seasonal variability.

About You

• You are happiest and most comfortable in a “behind the scenes” role, where you can provide support to other team members and keep things running smoothly and efficiently.
• Your friends would call you a planner through and through.
• You have mastered the balance of adaptability and detail orientation– you can switch between tasks when something urgent arises, while at the same time ensuring your tasks and projects are completed fully, accurately and in a time efficient manner.
• You are a pro at scheduling and routing, with a keen eye for details, and you excel in a position where you help others stay organized.
• You love numbers, metrics and data and you’re a stickler for making sure data entry is done correctly every time.
• You enjoy talking on the phone to clients and know the importance of having a positive and upbeat phone presence.
• You love connecting with people, and you can effectively build relationships over the phone and via email.
• You know how to handle sudden changes and problems with a calm and positive demeanor.
• You can properly prioritize administrative work based on level of urgency and importance.
• When you have an idea or a problem, you speak up and offer a solution, rather than hoping someone else will bring up the issue.
• You know how to create accountability in a fair and professional manner. You aren’t afraid to have a difficult conversation when someone has gotten behind or off track.
• You like a busy work environment. When “things are slow,” you find projects and tasks to accomplish, because you don’t like to sit still.

Pay rate: $50-60k per year, based on experience, plus performance-based bonuses

Regular hours are Monday through Friday 7am to 4:30pm, though this does increase in the summertime and reduces in the wintertime, based on the weather.

Operations Administrator Benefits

• Paid Time Off
• Paid Holidays

• Simple IRA with up to 3% match
• Performance-based incentive plan (based on your individual performance and company performance)
• Company events, such as our Chili Cookoffs, grill-outs at the shop and holiday parties
• Opportunities to support the community through involvement with local nonprofits
• Amazing team environment– plus you get to work alongside our two shop cats!

About Us

Welcome to Wihebrink Landscape Management, where the beauty of our surroundings reflects the spirit of our close-knit team. We work hard, we are accountable and we take pride in what we do for our beautiful community. At WLM, you won't just be an employee; you'll become an integral part of a company that values innovation, autonomy, and continuous development. As a member of the team, you’ll have ample opportunities to learn, take on more responsibility and grow in your career. You’ll also get to enjoy our fun company outings, such as our Easter Egg Hunt (prizes include an extra day off with pay!), our Halloween pumpkin carving, and our Christmas party. Join us for a fulfilling (and fun!) career where your contributions matter.

Please see our website for more details:

Operations Administrator Expectations

• Your mission is to keep our workflows running smoothly from project to project and from season to season, allowing us to achieve our goals of increased Gross Profit.
• As our Operations Administrator, you are the final safety net to make sure we didn’t forget something.
• Our department managers will rely on you to keep things organized so they aren’t scrambling at the last minute.
• You will help with routing, planning and scheduling most of our services, by taking the schedule the department managers have created and executing on that in our software applications.
• You’ll be ordering materials and managing inventory for upcoming projects and jobs currently underway.
• A key aspect of this role is tracking performance and displaying metrics, such as Sales per Hour, for each department and all of our services, so that we have the data to make important decisions to fuel growth.
• You will invoice clients.
• You will share the responsibility of answering incoming calls with our Sales Administrator.
• When clients call in with questions before, during or after their job, you will actively listen and answer their questions.
• You’ll be responsible for proactively coordinating with clients if there are schedule changes or other logistical matters to address (such as project updates, locates for utilities, and tentative start dates).
• We will expect you to approach your responsibilities with a sense of urgency, while staying calm, level-headed and professional.

Operations Administrator Experience

We’re flexible on the number of years of previous experience for this role. We highly favor talent and interest. Some candidates may see this list and feel discouraged because they don’t match all the items. Please apply anyway: there’s a good chance you’re more wonderful than you think you are.

• Administrative support experience
• Scheduling or Calendar Management experience
• Receptionist, call center, or customer service experience
• Proficiency with Excel (you will be creating spreadsheets, updating spreadsheets and putting in formulas)
• Experience using Quickbooks
• Experience using a CRM, especially LMN &/or RealGreen, is a plus!
• Experience in the landscaping or building construction industries is a plus!

How To Apply:

• Click the "Apply Now" button.

• Tell me about a time that you were in the middle of a task or project and an urgent matter came up. What happened and what did you do?

• Include your resume.

If you are in any of the following or similar positions, APPLY TODAY! Come join a company that is truly dedicated to making a career for you.

• Administrative Assistant
• Executive Assistant
• Office Assistant
• Office Administrator
• Operations Coordinator
• Operations Manager
• Administrative Operations Specialist
• Operations Analyst
• Operations Support Specialist
• Operations Associate
• Business Operations Coordinator
• Operations Planner
• Administrative Coordinator
• Operations Support Manager
• Operations Assistant
• Operations Officer
• Operations Executive
• Operations Specialist
• Operations Team Lead
• Operations Supervisor
• Administrative Operations Manager
• Operations and Logistics Coordinator
• Business Support Administrator
• Operations Planner

Job Type: Full-time

Pay: $50,000.00 - $60,000.00 per year

Benefits:

• Paid time off
• Retirement plan

Schedule:

• Monday to Friday

Application Question(s):

• Tell me about a time that you were in the middle of a task or project and an urgent matter came up. What happened and what did you do?
• Are you able to work Monday through Friday, 7am to 4:30pm?

Experience:

• Administrative support: 1 year (Preferred)
• Scheduling or Calendar Management: 1 year (Preferred)
• Receptionist, call center, or customer service: 1 year (Preferred)
• Microsoft Excel: 1 year (Preferred)
• QuickBooks: 1 year (Preferred)
• CRM software: 1 year (Preferred)

Ability to Commute:

• Warsaw, IN (Preferred)

Ability to Relocate:

• Warsaw, IN: Relocate before starting work (Required)

Work Location: In person