Horticulture Operations Coordinator
Naples Botanical Garden, Naples, FL, United States
Naples Botanical Garden is a 170-acre world-class paradise, featuring the flora and cultures of the tropics and sub-tropics including Brazil, the Caribbean, Southeast Asia, and Florida. The Garden’s mission is to connect people and plants through display, education, conservation, and applied science. The Garden has beautifully restored native habitats, cultivated gardens, walking trails, and public programming that offer education and enjoyment for people of all ages. Naples Botanical Garden is a 501(c)3 organization.
Position Summary
The Horticulture Operations Coordinator is responsible for coordinating and supporting the execution of horticulture operations, projects, and programs. This role ensures that work across the department is organized, tracked, and progressing according to plan by managing schedules, systems, vendor coordination, and operational data. Working closely with horticulture leadership and cross-functional partners, this position plays a key role in improving efficiency, supporting decision‑making, and maintaining alignment across horticulture activities.
Primary Duties and Responsibilities
Project & Work Coordination – Coordinate and maintain schedules for horticulture projects, maintenance activities, and seasonal initiatives; track progress against plans and follow up on tasks, deliverables, and deadlines; identify scheduling conflicts or risks and support resolution with appropriate stakeholders; communicate project updates, priorities, and changes to horticulture staff and partner departments.
Vendor & Purchasing Coordination – Coordinate sourcing of materials, supplies, and services with approved vendors; track orders, deliveries, and vendor performance, resolving or escalating issues as needed; process and code invoices accurately and ensure alignment with departmental needs; evaluate purchasing options and provide cost‑conscious recommendations.
Budgeting & Financial Coordination – Track departmental and project‑related expenses against approved budgets; maintain accurate records of spending, including invoices, purchase activity, and commitments; identify and flag potential budget variances, risks, or inconsistencies to leadership; support development of budget forecasts by providing current spending data and insights; assist in preparing budget tracking summaries and reports for leadership review; ensure alignment between purchasing activity and budget expectations.
Systems & Data Management – Maintain and ensure accuracy of departmental systems (e.g., FMX, Monday.com); track and manage work orders, maintenance schedules, and project data; monitor and maintain CEU credits, certifications, and related deadlines; ensure data is current, complete, and accessible to support operations.
Reporting & Operational Support – Compile and maintain operational data to support reporting and decision‑making; support development of reports such as planting plans, project updates, and performance tracking; identify gaps or inconsistencies in data and assist in improving data quality.
Process Improvement & Documentation – Assist in documenting and maintaining standard operating procedures (SOPs); identify inefficiencies in workflows and recommend improvements; research industry best practices and support implementation of improvements; support enhancements to systems and processes that improve coordination and execution.
Volunteer & Program Coordination Support – Coordinate logistics for volunteer activities in partnership with designated program leads; support scheduling and alignment of volunteer efforts with horticulture priorities; assist with coordination of community or partner‑supported projects.
Cross‑Functional & Event Support – Collaborate with Operations and other departments on horticulture‑related projects and events; support execution of Garden‑wide programs, exhibitions, and initiatives; may require occasional evening or weekend hours based on operational needs.
Other Duties – Perform other duties as assigned to support the effective operation of the horticulture department.
Requirements and Qualifications
Associate or bachelor’s degree in horticulture, operations, business, or a related field (or equivalent experience).
3–5 years of experience in operations coordination, project coordination, or similar roles.
Familiarity with horticulture or related environments preferred.
Strong organizational and coordination skills with the ability to manage multiple priorities.
Ability to track work, follow through on details, and ensure accountability.
Strong analytical and problem‑solving skills, including comfort working with financial and operational data.
Effective communication and collaboration across teams.
High attention to detail and data accuracy.
Proficiency in Microsoft Office Suite (especially Excel) and work management systems.
Ability to adapt in a dynamic, project‑based environment.
A pre‑employment background check required.
Benefits
Medical
Dental
Vision
Life Insurance
Retirement Plan with matching
Short‑Term and Long‑Term Disability
PTO
Paid Holidays
Garden Perks
Naples Botanical Garden is an Equal Opportunity Employer. The Garden has a long‑standing policy of employment and advancement based solely upon qualifications to perform the essential elements of a position without regard to age, creed, gender, national origin or ancestry, race, color, religion, veteran status, pregnancy, marital status, HIV status, genetic information, sex, sexual orientation, handicap or mental or physical disability.
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Position Summary
The Horticulture Operations Coordinator is responsible for coordinating and supporting the execution of horticulture operations, projects, and programs. This role ensures that work across the department is organized, tracked, and progressing according to plan by managing schedules, systems, vendor coordination, and operational data. Working closely with horticulture leadership and cross-functional partners, this position plays a key role in improving efficiency, supporting decision‑making, and maintaining alignment across horticulture activities.
Primary Duties and Responsibilities
Project & Work Coordination – Coordinate and maintain schedules for horticulture projects, maintenance activities, and seasonal initiatives; track progress against plans and follow up on tasks, deliverables, and deadlines; identify scheduling conflicts or risks and support resolution with appropriate stakeholders; communicate project updates, priorities, and changes to horticulture staff and partner departments.
Vendor & Purchasing Coordination – Coordinate sourcing of materials, supplies, and services with approved vendors; track orders, deliveries, and vendor performance, resolving or escalating issues as needed; process and code invoices accurately and ensure alignment with departmental needs; evaluate purchasing options and provide cost‑conscious recommendations.
Budgeting & Financial Coordination – Track departmental and project‑related expenses against approved budgets; maintain accurate records of spending, including invoices, purchase activity, and commitments; identify and flag potential budget variances, risks, or inconsistencies to leadership; support development of budget forecasts by providing current spending data and insights; assist in preparing budget tracking summaries and reports for leadership review; ensure alignment between purchasing activity and budget expectations.
Systems & Data Management – Maintain and ensure accuracy of departmental systems (e.g., FMX, Monday.com); track and manage work orders, maintenance schedules, and project data; monitor and maintain CEU credits, certifications, and related deadlines; ensure data is current, complete, and accessible to support operations.
Reporting & Operational Support – Compile and maintain operational data to support reporting and decision‑making; support development of reports such as planting plans, project updates, and performance tracking; identify gaps or inconsistencies in data and assist in improving data quality.
Process Improvement & Documentation – Assist in documenting and maintaining standard operating procedures (SOPs); identify inefficiencies in workflows and recommend improvements; research industry best practices and support implementation of improvements; support enhancements to systems and processes that improve coordination and execution.
Volunteer & Program Coordination Support – Coordinate logistics for volunteer activities in partnership with designated program leads; support scheduling and alignment of volunteer efforts with horticulture priorities; assist with coordination of community or partner‑supported projects.
Cross‑Functional & Event Support – Collaborate with Operations and other departments on horticulture‑related projects and events; support execution of Garden‑wide programs, exhibitions, and initiatives; may require occasional evening or weekend hours based on operational needs.
Other Duties – Perform other duties as assigned to support the effective operation of the horticulture department.
Requirements and Qualifications
Associate or bachelor’s degree in horticulture, operations, business, or a related field (or equivalent experience).
3–5 years of experience in operations coordination, project coordination, or similar roles.
Familiarity with horticulture or related environments preferred.
Strong organizational and coordination skills with the ability to manage multiple priorities.
Ability to track work, follow through on details, and ensure accountability.
Strong analytical and problem‑solving skills, including comfort working with financial and operational data.
Effective communication and collaboration across teams.
High attention to detail and data accuracy.
Proficiency in Microsoft Office Suite (especially Excel) and work management systems.
Ability to adapt in a dynamic, project‑based environment.
A pre‑employment background check required.
Benefits
Medical
Dental
Vision
Life Insurance
Retirement Plan with matching
Short‑Term and Long‑Term Disability
PTO
Paid Holidays
Garden Perks
Naples Botanical Garden is an Equal Opportunity Employer. The Garden has a long‑standing policy of employment and advancement based solely upon qualifications to perform the essential elements of a position without regard to age, creed, gender, national origin or ancestry, race, color, religion, veteran status, pregnancy, marital status, HIV status, genetic information, sex, sexual orientation, handicap or mental or physical disability.
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