Adminstrative Services Manager

About the Role

The primary responsibility of the Administrative Services Coach is to coordinate and perform purchasing, facilities management, cafeteria operations, and event planning at the local nursery level, while ensuring accuracy and timely completion of work. This role serves as a central point of contact for administrative operations, vendor relationships, and employee support services. Ensures all activities align with Monrovia policies and procedures

• Receive and process approved purchase requisitions, prepare requests for proposals, issue purchase orders, and enter the receipt of goods in the purchase order system. Provide craftsman assistance in the ordering process.
• Train new craftsmen in the use of Oracle Fusion Procurement for entering requisitions and order status and history.
• Work with vendors for pricing, credits, refunds, warranty issues, placing orders, supply chain planning, and new product demonstrations and introductions.
• Work closely with the receiving department and green goods department for receiving issues and discrepancies, PO issues, and general support.
• Work with Finance to ensure invoices are paid before the due date to maintain accounts 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 the status of their orders and any back orders or delays in delivery.
• Help Finance complete fuel reports; help Production and Planning with cycle counts and inventory discrepancies.
• Developing and managing the nursery's annual procurement budget. This responsibility includes annual design for the entire nursery, monthly forecasts, and prior-month analysis.

• Serve as the primary point of contact for all 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 over a wide range of office tasks; design and manage workflows to encourage productivity.
• Adhere to Monrovia's policies and procedures and exhibit commitment to the highest levels of ethical, professional, and personal conduct.
• Demonstrate, 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.
• Managing Agenda & Minutes / Follow up on action items
• Other administrative activities on management discretion

• Have at least three years of administrative or office management experience in a professional setting.
• Have experience in purchasing, facilities coordination, or event planning preferred.
• Must have a valid driver's license and an acceptable driving record.
• Can work in a team environment with a diverse workforce and serve as a positive influence.
• Cooperative, receptive to feedback, willing to learn.
• Accomplish work with minimal supervision, working independently in decision making.
• Are Willing to engage in conversations on process improvement.
• Are Proficient at keyboarding, MS Word, and Excel spreadsheet applications, using Microsoft Suite and learning proprietary systems such as Oracle HCM and Oracle Fusion Procurement.
• Excellent organizational, multitasking, and prioritization skills with the ability to manage competing…