Reception & Administrative Coordinator

Job Description

Job Description

Description:

Company Overview

Who is Costa Farms? We’re one of the world’s largest horticultural growers—but without an ego to match our acreage. Our headquarters are in Miami, Florida, where we were founded in 1961. Costa Farms started on just 30 acres, and over the last 60 years, we’ve grown to more than 5,000 acres around the world. We have farms in North and South Carolina, Central and South Florida, and the Dominican Republic, plus an office in China. Costa Farms now employs nearly 6,000 people: engineers, marketers, accountants/analysts, human resources professionals, and of course, growers and plant scientists!

Here at Costa Farms, we live by the values of H3: being Humble, staying Hungry, and always Hustling. The team rallies to the mission of being a lean, green, growing machine dedicated to enriching the world by bringing plants into everyone’s life.

True to that mission, we grow more than 1,500 plant varieties. Driven by the spirit of innovation, the team is always testing new plants and developing new solutions to make it easier for retailers and plant parents to enjoy plants. We’re also continuously testing different ways of growing our plants to increase quality and improve their ecological footprint as one aspect of our many sustainability efforts.

We cultivate plants, as well as a winning culture. Join the team, and you’ll find opportunities to learn and grow. You’ll collaborate with other driven, determined people who together keep Costa Farms an industry leader. You’ll support and be supported by a team that cares about each other, our customers, our consumers, and our community.

You’ll also find right away that Costa Farms is committed to providing a diverse environment. We’re proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetic information, disability, age, military status, marital status or veteran status, or any other group status protected by federal, state, or local law.

DESCRIPTION

The Operations Coordinator at Costa Farms is a highly organized and service-oriented professional who thrives in a dynamic environment. This individual is passionate about creating welcoming experiences, managing operational workflows, and supporting cross-functional teams. This role is responsible for executing initiatives that support team engagement, operational efficiency, and front-office excellence.

Requirements:

RESPONSIBILITIES

• Answer and direct all incoming calls professionally and promptly.
• Welcome and assist walk-in customers, managing check-in procedures.
• Process billing tasks including DOCKLINK and SAGE purchase orders.
• Input purchase orders for procurement and maintain accurate records.
• Order and replenish supplies for office and operations teams, monitor inventory, and maintain a clean, organized workspace.
• Ensure conference rooms are reset daily, printers are stocked, split units are turned off, and bathrooms and kitchen areas are secured.
• Manage emails, scan and upload documents, and handle reports.
• Create, edit, and format documents, reports, and spreadsheets.
• Communicate clearly and effectively with team members.
• Participate in team problem-solving initiatives to improve safety, quality, and productivity.
• Operate specialized printing equipment to produce posters and visual materials.
• Assist with training sessions, including preparation of materials and room setup.
• Organize office activities and support event logistics, including placing orders, pickup, and setup.

QUALIFICATIONS

• High school diploma or equivalent; additional administrative training or certification is a plus.
• Bilingual proficiency (English/Spanish preferred).
• Strong interpersonal and communication skills.
• Ability to multitask and work under pressure.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel).
• Flexibility to adapt to changing priorities and work schedules as needed.

Physical Demands

• Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body Primarily involves sitting, with occasional requirements to stand, walk, or lift objects to a certain weight.

Work Environment:

• The role involves utilizing standard office equipment, such as computers, monitors, keyboards, mice, telephones, and other essential digital tools required for daily tasks.
• Mixed Indoor and Outdoor Environment: This position is primarily outdoors but may require occasional indoor work between locations for administrative tasks. Indoor duties may involve using computers and standard office equipment. Ability to work outdoors in fluctuating weather conditions, including exposure to sunlight, rain, wind, and temperature changes (hot, cold, rainy, windy). Tasks often involve manual labor or physical effort.

SKILLS

• Excellent communication and interpersonal skills with the ability to effectively communicate complex information to employees.
• Demonstrates strong organizational, multitasking skills and ability to work well under pressure
• Strong customer services skills
• Attention to detail
• Demonstrated ability to work well in a team-oriented environment.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Effective time management skills to complete tasks within deadlines and maintain productivity.
• Ability to work independently as well as collaboratively within a team environment.

COMPETENCIES

• Communicates Effectively
• Customer Focus

All applicants must be work-authorized.

Costa Farms will not sponsor any visa for this position.

After applying, follow us on LinkedIn to stay up to date on what’s happening around Costa Farms and to start becoming part of our family. Come Grow with Us™!

Here at Costa Farms, we're proud to offer not only a competitive wage, but also some really great benefits:

• Company 401(k) with employer matching contributions
• Health Savings Account, Flexible Spending Account, and Dependent Care
• Telehealth - Medical and Mental Health Care
• Medical Insurance
• GAP Insurance
• Dental Insurance
• Vision Insurance
• Pet Insurance
• Supplemental Insurance (AFLAC)
• Legal/ID Theft Protection plans
• Professional development opportunities
• Challenging and exciting work environment
• Costa Farms Scholarship
• Employee discounts on plants

Costa Farms headquarters also has:

• On-site gym with showers
• Subsidized on-site cafeteria, a quiet room, and indoor games
• Love Where You Work activities throughout the year