Office Manager / Operations & HR Coordinator
Garden Girls Nursery, LLC | Salt Lake City, Utah
Garden Girls Nursery is seeking a highly organized, motivated, positive, and solution-oriented Office Manager / Operations & HR Coordinator to help manage the administrative side of our growing landscape company.
This is a key leadership and support position within Garden Girls. We are looking for someone who can help create structure, improve systems, support employees, communicate professionally with clients, and ensure that company policies and procedures are consistently followed.
The ideal candidate is someone who is organized, tech-savvy, proactive, encouraging, accountable, and comfortable enforcing policies while maintaining a positive workplace culture.
This person should enjoy improving processes, introducing better systems, solving problems, and helping a busy company become more efficient and organized.
Primary ResponsibilitiesOffice & Operations Management
- Help oversee day-to-day office operations
- Maintain organized company records, files, employee documentation, and project information
- Assist management with scheduling, administrative priorities, and follow-through
- Help ensure important tasks, deadlines, renewals, permits, and documentation do not fall through the cracks
- Create and maintain organized systems for recurring office processes
- Help establish procedures that make the company more efficient and consistent
- Identify operational problems and proactively recommend solutions
- Maintain professional communication between the office, field teams, management, clients, vendors, and subcontractors
- Help keep projects and administrative responsibilities moving forward
Human Resources & Employee Administration
The Office Manager will play an important role in supporting Garden Girls employees and maintaining consistent company expectations.
Responsibilities may include:
- Assist with employee onboarding and new-hire paperwork
- Maintain personnel records and required employment documentation
- Help manage hiring, recruiting, interviews, and applicant communication
- Assist with employee schedules, timekeeping, attendance, and administrative questions
- Help communicate company policies and employee expectations
- Document warnings, performance concerns, attendance issues, and other HR matters when needed
- Help ensure employees understand policies, procedures, and workplace expectations
- Apply company rules consistently and professionally
- Assist with performance reviews and employee documentation
- Help maintain a positive, respectful, accountable workplace culture
- Support management in resolving employee concerns professionally
- Help ensure required posters, forms, records, and employment documentation remain current
We are looking for someone who can be supportive and encouraging while also being confident enough to hold people accountable and enforce company policies.
OSHA, Safety & Compliance Support
- Assist with OSHA-related administrative compliance and recordkeeping
- Maintain safety documentation, training records, incident reports, and required forms
- Help coordinate employee safety training
- Keep company safety policies and procedures organized and current
- Help management track workplace safety requirements
- Assist with workers' compensation documentation and workplace incident records
- Maintain required employment and workplace notices
- Help ensure office and field teams are following established company safety procedures
- Research administrative compliance requirements when needed and coordinate with appropriate professionals
The Office Manager is not expected to act as legal counsel, but should be comfortable researching requirements, maintaining documentation, and helping management stay organized and compliant.
City Permitting & Administrative Compliance
- Assist with city and municipal permitting
- Track permit applications, deadlines, inspections, and required documents
- Communicate with city offices and permitting departments
- Help gather and submit information required for landscape, construction, or related projects
- Maintain organized records of permits, approvals, licenses, and inspections
- Track business licenses and other administrative renewals
- Follow up persistently when permits, inspections, or approvals are pending
Invoicing & Financial Administration
- Prepare and send client invoices
- Review invoices for accuracy
- Track outstanding invoices and assist with client follow-up
- Enter and organize project charges, materials, and administrative information
- Help maintain clean and accurate records within company accounting and invoicing software
- Assist with vendor invoices and documentation
- Coordinate with management and bookkeeping/accounting professionals as needed
- Help identify missing billing information before invoices are sent
- Maintain confidentiality regarding company and client financial information
Previous experience with QuickBooks, invoicing platforms, payroll systems, or similar business software is strongly preferred.
Client & Vendor Communication
The Office Manager is often one of the first points of contact for Garden Girls and must represent the company professionally.
Responsibilities include:
- Communicate professionally by phone, email, and text
- Respond to client questions and route concerns to the appropriate person
- Follow up on estimates, consultations, invoices, scheduling, and project information
- Communicate with vendors and subcontractors
- Maintain organized records of important conversations
- Help ensure clients receive timely and professional communication
- Remain calm and professional when handling difficult conversations
- Know when an issue should be escalated to management
Excellent written and verbal communication skills are essential.
Software, Systems & Technology
We want someone who is comfortable learning and improving technology rather than resisting it.
The ideal candidate should:
- Be highly comfortable with computers and business software
- Learn new software quickly
- Help implement new systems and technology
- Identify opportunities to automate or simplify administrative work
- Be comfortable troubleshooting basic software and technology issues
- Help create systems that employees can realistically follow
- Organize digital files and shared information
- Maintain accurate information across different platforms
- Help management evaluate whether current systems are working effectively
Experience with programs such as QuickBooks, payroll software, CRM systems, scheduling software, Google Workspace, Microsoft Office, project-management systems, and invoicing software is a major plus.
Innovation & Process Improvement
Garden Girls is looking for someone who does more than maintain existing systems.
We want someone who continually asks:
Is there a better way to do this?
Can this process be simplified?
What keeps getting missed?
How can we improve communication?
How can we make the company more organized?
The Office Manager should be comfortable bringing forward new ideas and helping implement them.
This could include:
- Creating better onboarding systems
- Developing checklists and procedures
- Improving scheduling and communication
- Building better filing and documentation systems
- Implementing new software
- Creating standardized forms and templates
- Improving invoicing and follow-up procedures
- Developing HR processes
- Helping management measure accountability and follow-through
Personal Qualities We Are Looking For
The right person will be:
- Extremely organized
- Dependable
- Motivated
- Positive and encouraging
- Professional
- Solution-oriented
- Confident
- Detail-oriented
- Proactive
- Tech-savvy
- Comfortable learning new systems
- Capable of multitasking
- Strong at prioritizing
- Able to work independently
- Comfortable holding others accountable
- Discreet with confidential information
- Calm under pressure
- Able to communicate directly without creating unnecessary conflict
- Someone who follows through
- Someone who brings positive energy into the workplace
We need someone who understands that being positive does not mean avoiding difficult conversations. The ideal Office Manager can support employees, encourage the team, and still consistently enforce rules, policies, deadlines, and expectations.
Experience
Previous experience in one or more of the following areas is strongly preferred:
- Office management
- Human resources
- Construction administration
- Landscape-company administration
- General contracting or trade-office administration
- Payroll
- Invoicing
- OSHA or safety documentation
- Municipal permitting
- Project coordination
- Bookkeeping support
- Client service
- Business operations
- Software implementation
Experience within the landscaping, construction, property-management, or service industry would be especially valuable.
About Garden Girls
Garden Girls Nursery has been creating and caring for beautiful Utah landscapes since 2002.
Our work includes landscape design, installation, fine gardening, maintenance, irrigation, seasonal planting, and detailed residential and commercial landscape projects throughout the Salt Lake and Park City areas.
We are looking for an Office Manager who can help strengthen the organization behind that work and become an important part of the company's continued growth.
To Apply
Please submit your resume along with a brief description of your experience.
We would especially like to know:
- Your previous office-management experience
- Your HR and employee-administration experience
- Your experience with invoicing and accounting software
- What software systems you are comfortable using
- Your experience with OSHA documentation or workplace compliance
- Any experience with city permitting or construction administration
- Examples of systems or processes you have improved in a previous position
- Why you believe you would be a strong fit for a fast-moving, growing company
Garden Girls Nursery, LLC
Salt Lake City, Utah
Pay: $25.00 - $35.00 per hour
Benefits:
- Dental insurance
- Health insurance
Work Location: In person
