- Muizenberg
- Salary: Market Related
- Job Type: Permanent
- Sectors: Admin Agriculture General
- Reference: LANDSCAPE MAINTENANCE ADMINISTRATION MANAGER
Vacancy Details
Employer: Contours Landscapes (PTY) Ltd
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 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
- 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 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
- 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
Candidate Requirements
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 driver’s 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 hr@contoursgroup.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
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