LANDSCAPE MAINTENANCE ADMINISTRATION MANAGER

Contours Landscapes (PTY) Ltd is an established and accomplished landscape construction firm with its head office in Muizenberg, Cape Town Visit www.capecontours.co.za for more information. 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 companys 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 Assessment and applying of pest control methods 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 General office admin and management: Filing, printing brochures, client presentation documents, collating samples, import/export forms, sourcing stock, Site permits, access and applications, Maintaining general office files, including job files, vendor files, sales leads, customer contracts, job proposals, and other files Create and update records ensuring the accuracy and validity of information Perform administrator/reception duties: switchboard duties, email, and walk-in inquiries from existing and prospective customers, team members, vendors, and other constituents 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 facilitys 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 This includes chemical application and schedules, irrigation, fertilization, monitoring, and regulating greenhouse/nursery conditions to ensure optimum growth and health of plants 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 Stay attuned with current fertilizer and pesticide applications. Participate in the application of fertilizers and pesticides 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, procedures and systems Deadline-driven and detail-oriented with the ability to prioritise tasks Ability to work independently and collaboratively in a team environment Ability to prioritize and manage multiple tasks, changing priorities as necessary whilst detailed oriented Interact effectively and professionally with all levels of employees, both management and staff alike, vendors, clients, and others I.T. AND COMPUTER LITERACY NON-NEGOTIABLE Microsoft Office suite Word (proficient) Excel (proficient) NEGOTIABLE AND TO YOUR ADVANTAGE Pastel SACLAP registered as a candidate or professional landscaper First Aid Certificate Pesticide handling/application operator OTHER REQUIREMENTS RSA citizen or valid South African work permit/Visa Valid Code B drivers license with no endorsements Excellent written and verbal communication skills Willingness to work in the office as well as in the field CHARACTER SKILLS AND BEHAVIORAL COMPETENCY Efficient and organized Methodical/analytical thinker with an ability to follow systems Deadline driven Ability to multi-task and prioritize tasks Ability to operate in a fast-paced and stressful environment whilst remaining approachable and polite Confident Detail orientated Reliable and trustworthy Forward thinker Disciplined Good communication skills Practically minded If you possess these requirements then please submit your: CV Qualifications Salary expectation (your latest pay-slip will be requested when shortlisted) Contactable references By applying for this position, you permit Contours Landscapes (Pty) Ltd the right to conduct credit history and police clearance checks Please email your CV to hrcontoursgroup.co.za before 15 May 2024 and use the reference: Maintenance Administration Manager / Landscaping and Nursery in the subject heading. Your application will not be considered if you do not meet the requirements for this position. Candidates who do not receive a response from us by 18 May 2024 should consider their application unsuccessful

Location: Muizenberg, ZA

Posted Date: 5/5/2024