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Admin & Purchasing Coordinator

3 months ago

Encinitas, United States San Diego Botanic Garden Full time

Job Summary

Essential Requirements
- 2+ years of experience working as office administrator
- 1+ years of experience working in retail operations or purchasing
- Knowledge of process creation and implementation, required
- Knowledge of POS systems and merchandising, strongly preferred
- Strong organizational and time-management skills
- BA/BS degree preferred
- Bilingual Spanish preferred

Compensation
- **Salary: $22-24/hr.**
- **Full
- time/ hourly non-exempt / On-site**
- Benefits:
○ 401(k) matching

○ Health, Vision, Dental insurance - 75% paid by employer

○ Supplemental accident & critical illness insurance

○ Life insurance

○ Flexible spending account

○ Employee Assistance Program

○ Employee discount

○ Paid vacation & sick time off

○ 10 paid holidays + paid birthday off

○ Garden Family Membership for employee + 3 additional adults/children

Essential Functions

**Administrative Duties**:

- Oversee day-to-day office operations, including supplies management and maintenance of office equipment.
- General organization of the office, kitchen and supplies, consistently maintaining full stock.
- Facilitate efficient and timely distribution of the Garden’s incoming and outgoing communications: Mail, packages, and documents.
- Assist with some routine tasks for the Finance Department and support Shared Services as needed.

**Purchasing**:

- Identify and evaluate potential suppliers based on quality, cost, and delivery capabilities.
- Establish and maintain relationships with vendors.
- Create and assist in implementation of procurement strategies to ensure timely acquisition of goods and services across all garden departments.
- Process purchase orders, track deliveries, and ensure accurate and timely receipt of products.
- Ensure compliance with company policies, industry regulations, and ethical standards in all procurement activities.
- Identify and mitigate potential risks in the supply chain to ensure business continuity.

**Gift Shop**:

- Maintain organized product files (proposals, contracts/agreements, quotes, performance reports, etc.).
- Work with Visitor Services staff to facilitate efficient product deliveries.
- Responsible for accurate and up-to-date inventory at the Gift Shop.
- Schedule and lead training for Garden volunteers to ensure familiarity with the point of sales system and products available in Gift Shop.
- Collaborate with the Volunteer Coordinator to ensure all Gift Shop shifts are fully staffed with volunteers, accounting for high volume periods.
- Create merchandise displays that are visually appealing and engaging for guests.
- Track and report daily and weekend sales numbers.

Skills & Abilities
- Ability to negotiate and build relationships with suppliers.
- Analytical and problem-solving skills.
- Ability to work well with employees from various departments and offer excellent customer support for their needs.
- Attention to detail and high level of accuracy.
- Ability to work independently and within a team environment, while remaining flexible and adaptable.
- Excellent interpersonal, written and verbal communications.

Education and Experience
- Understanding of inventory management, and vendor relations.
- Knowledge of POS systems and merchandising, strongly preferred.
- Proficiency in Google Suite, Adobe, Microsoft.
- Non-profit experience, preferred.
- Experience working with volunteers is preferred.

Work Environment
- Working at a desk (sitting or standing) in an office and at the Gift Shop
- Frequent work in onsite storage areas

Physical Requirements
- Ability to perform light physical work including carrying office and gift shop supplies.
- Ability to lift up to 30 lbs.
- Ability to walk or drive a golf cart between departments and Gift Shop (37-acre property)

Other Duties
- Perform other duties or special projects as assigned
- Availability to work occasional evening or weekend day to support Garden events

Additional requirements
- Must possess a valid driver’s license
- Must pass a background check

SDBG Diversity Statement
- San Diego Botanic Garden is committed to create, maintain and grow a welcoming and inclusive environment. Just as our natural world relies on plant diversity, we believe that cultivating diversity amongst our staff and volunteers contributes to a flourishing Garden. We are dedicated to ongoing conversations as we celebrate and support the unique attributes of all people. _

Pay: $22.00 - $24.00 per hour

Expected hours: 40 per week

**Benefits**:

- 401(k) matching
- Dental insurance
- Employee assistance program
- Employee discount
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance

Schedule:

- 8 hour shift
- Monday to Friday

**Experience**:

- Administrative: 2 years (required)

Ability to Commute:

- Encinitas, CA 92024 (required)

Work Location: In person