Landscape Maintenance Administration Manager

4 months ago

Muizenberg, South Africa CONTOURS LANDSCAPES PTY LTD Full time

**DATE OF COMMENCEMENT**

This vacancy is available immediately.

**BRIEF JOB DESCRIPTION**

Contours Landscapes is seeking a suitably qualified and experienced Horticulturist / Office Administrator to manage all Landscape Maintenance administrative and office based functions and the company’s small holding/production nursery. He or she will work closely with Management and support the team in the execution of various office tasks and projects.

This position is roughly 80% office-based and 20% on-site and nursery based.

**REMUNERATION PACKAGE**
- Salary is negotiable but will be commensurate with skills, qualifications, and experience.

**JOB RESPONSIBILITIES**

**Maintenance Administration**:

- Site assessments (Quantifying) in order to generate quotes for prospective maintenance contracts
- Ability to identify landscape maintenance requirements and make recommendations to clients
- Reconciling of quotes against invoices on works completed
- Add / Maintain Project Budgets
- Project reconciliation (reconciling expenditure vs income)
- Client invoicing & Collections management
- Drafting & negotiating service-level agreements
- Overseeing travel & route planning and other operational efficiencies
- Project feedback & reporting to Clientele and exco
- Ensuring that the Maintenance Department goals of mechanisation are achieved
- Annual budget planning; financial forecasting & monthly progress reporting
- Schedule and plan meetings, appointments
- Taking minutes of meetings
- Prepare/manage/maintain/follow-up proposals/work orders/tenders documents/site reports/monthly reports
- Create and update records ensuring the accuracy and validity of information
- Monitoring of exterior area at the site office
- Monitor the level of supplies and handle shortages
- Assist team in ordering supplies and materials to be used on job sites
- Serve as a liaison and administration support between the department and customers
- Assisting with marketing Material

**Nursery Administration**:

- Control costs and assist in annual budget planning
- Assist in monitoring business volume forecast and plans accordingly in areas of manpower, productivity, costs, and other expenses
- Recording and Maintaining accurate crop records, and inventory control, including accurate receiving, daily/weekly inventory counts, and minimize shrinkage through proper utilization of current inventory programs

**Nursery Production of Quality Planting Material**:

- Develop detailed annual plans for the seasonal rotation of plants, flowers, etc, in the facility’s various landscaped areas and flowerbeds
- Direct and assist the staff on the planting of new vegetation, the replacement and spraying of trees and shrubs, and tending to high-stress areas, especially during the summer months.
- Manage crop scheduling for timing of appropriate planting and harvesting
- Oversee the care and maintenance of nursery stock, plants, shrubs, and trees on the facility grounds including pruning, trimming, and grounds maintenance
- Oversee the operation of mechanical and power equipment utilized in and trees (Building and equipment maintenance)

**Nursery Safety Management**:

- Oversee pest and disease monitoring in tunnels, stay up to date with weekly husbandry tasks, and timeous rejuvenation of mother stock material when needed
- Ensuring all staff, customers and visitors comply with safety standards
- Management of audits and all Health and Safety and risk assessments (Risk/Safety/FSC/SASGA requirements)

**Nursery Customer Service Delivery**:

- Work collaboratively with business partners, to ensure best plant health and clean stock practices

**Human Resources**:

- Assist with monitoring and processing of time and attendance requests (leave, overtime, transport, etc) and records for tracking and billing purposes
- Wage capturing and submission
- Assist with staff disciplinary procedures

**Accounts**:

- Collect, process, and distribute incoming vendor invoices and work with Accounts Payable to ensure they are paid
- Create accurate customer quotations and invoices on a monthly basis and discuss charges with customers
- Following up on outstanding Debtor accounts

**General**:

- Willing and timely execution of other duties
- Ad hoc duties that may arise

**MINIMUM ELIGIBILITY REQUIREMENTS**:
**TERTIARY QUALIFICATIONS**
- Horticultural Diploma or similar
- Business/Office administration

**WORK-BASED EXPERIENCE**
- **Minimum 5 years** Landscaping/Horticulture/Business Administration experience
- Budgeting, financial controls and contract administration experience
- Costing/quoting for new work
- Logistic, planning & organising skills
- Stakeholder relations
- Safety, health, environmental& quality management (SHEQ)
- Good planning; administration skills & recording systems
- Leadership & teamwork skills
- Conflict resolution, coaching & mentoring
- Interpersonal & HR skills
- Risk management understanding
- Good knowledge of site management principals, procedu

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