Office & Operations Coordinator

About the role

This is a varied, hands-on role at the heart of the business. One minute you'll be coordinating schedules between our ops crew and designers, the next you'll be following up a client, loading bills in Xero, or making sure the studio is stocked and running smoothly. If you love a bit of everything and thrive on keeping order out of chaos, you'll fit right in.

Key responsibilities

• Coordinating schedules and keeping the ops team and designers aligned
• Being a key point of contact for clients — professional, warm and responsive
• Organising and purchasing inventory, and keeping stock levels in check
• Maintaining our CRM program with new enquiries, confirmed jobs and existing customer files
• Checking off plant orders arriving into the yard, while also coordinating plant pick ups from suppliers
• Bookkeeping in Xero: loading bills, creating client invoices, and chasing up outstanding payments
• Supporting month-end accounts and general financial admin
• Keeping the office in order — including the coffee and milk runs and general day-to-day tasks
• Chasing down answers from clients and staff alike to keep projects moving forward

About you

• Exceptionally organised, professional and detail-focused
• Strong computer literacy across multiple Microsoft and Google programs
• A natural with people — strong customer service instincts, both internally and externally
• Familiarity with Xero so you can hit the ground running. Experience with Zoho CRM a bonus.
• Comfortable following up and chasing people, including staff, to get what's needed
• An assistant mentality — happy to help wherever needed rather than staying in your lane
• Warm, friendly and outgoing, but knows when to put their head down and get stuck in
• A go-getter keen to grow alongside a small business that's taking over its niche

About us

City Botanics is a boutique landscape design studio specialising in transforming small urban spaces — balconies, courtyards, rooftops and compact yards — into lush, thriving green sanctuaries. We're a fun, committed and tight-knit team with a genuine sense of shared ownership, where everyone plays a real part in the business as we grow and carve out our niche.