Administrative Services Coach

About the Role
The Administrative Services Coach coordinates and performs purchasing, facilities management, cafeteria operations, and event planning at the local nursery level, ensuring accuracy, timeliness, and compliance with Monrovia policies and procedures. This role serves as the central point of contact for administrative operations, vendor relationships, and employee support services.

• Receive and process approved purchase requisitions, prepare requests for proposals, issue purchase orders, and enter the receipt of goods in the purchase order system.
• Train new craftsmen in the use of Oracle Fusion Procurement for entering requisitions and tracking order status.
• Work with vendors for pricing, credits, refunds, warranty issues, placing orders, supply chain planning, and introductions of new products.
• Coordinate with the receiving department and green goods department for issues, discrepancies, and general support.
• Collaborate with Finance to ensure invoices are paid before the due date and accounts remain in good standing with vendors.
• Coordinate the purchase of all office supplies, equipment, and operational materials at the nursery.
• Continuously communicate with relevant parties about order status, back‑orders, and delivery delays.
• Assist Finance with fuel reports; support Production and Planning with cycle counts and inventory discrepancies.
• Develop and manage the nursery's annual procurement budget, including annual design, monthly forecasts, and prior‑month analysis.

• Act as the primary point of contact for facility‑related issues, coordinating with maintenance staff and external contractors.
• Schedule and oversee routine maintenance, repairs, and inspections of building systems (HVAC, plumbing, electrical, landscaping).
• Manage janitorial services, security providers, and other facility vendors.
• Conduct regular walkthroughs to identify maintenance needs, safety hazards, and cleanliness standards.
• Coordinate office space planning, furniture needs, and workstation setups for new or relocating craftsmen.
• Maintain records of maintenance requests, work orders, and vendor contracts.
• Ensure compliance with health, safety, and environmental regulations.

• Oversee daily cafeteria operations, including food service coordination, inventory management, and supply ordering.
• Manage cafeteria vendor relationships, negotiate contracts, and monitor service quality.
• Ensure the cafeteria maintains health and safety standards and passes all required inspections.
• Gather craftsman feedback and work with vendors to improve menu offerings and service.
• Manage cafeteria personnel, budget, and track expenses; reconcile invoices with Finance.

• Plan and coordinate company events, including holiday parties, team celebrations, recognition events, and seasonal gatherings.
• Manage all aspects of client visits, including scheduling, meeting room preparation, catering, tours, and hospitality services.
• Coordinate logistics for training sessions, meetings, and special events held on‑site.
• Maintain event calendars and communicate upcoming events to relevant stakeholders.
• Source and manage relationships with event vendors (caterers, rental companies, entertainment, etc.).
• Prepare event budgets, track expenses, and provide post‑event summaries.

• Provide support for a wide range of office tasks; design and manage workflows to encourage productivity.
• Adhere to Monrovia's policies and procedures and demonstrate commitment to ethical, professional, and personal conduct.
• Model and support Monrovia's MNQ Lean Six Sigma approach and core values in all communication, correspondence, and activities.
• Perform other related duties to benefit the mission of the company as assigned.
• Manage agenda & minutes; follow up on action items.
• Handle other administrative activities at management discretion.

• Have at least three years of administrative or office management experience in a professional setting.
• Experience in purchasing, facilities coordination, or event planning is preferred.
• Hold a valid driver’s license and an acceptable driving record.
• Can work in a team…