Reception & Administrative Coordinator

About the Company

Costa Farms is one of the world’s largest horticultural growers, founded in 1961 in Miami, Florida. Starting on 30 acres, we’ve grown to over 5,000 acres worldwide, with farms in North and South Carolina, Central and South Florida, the Dominican Republic, and an office in China. We employ nearly 6,000 people across diverse roles, including engineers, marketers, accountants, growers, and plant scientists. Guided by our H3 values—Humble, Hungry, and Hustling—we’re dedicated to enriching lives through plants, cultivating over 1,500 varieties while innovating for sustainability and quality. Our culture fosters collaboration, learning, and a commitment to diversity and inclusion.

About the Role

The Operations Coordinator at Costa Farms is a highly organized and service-oriented professional who thrives in a dynamic environment. This role focuses on creating welcoming experiences, managing operational workflows, and supporting cross-functional teams to drive team engagement, operational efficiency, and front-office excellence.

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.

Requirements

• 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

• Utilize standard office equipment, such as computers, monitors, keyboards, mice, telephones, and other essential digital tools.
• Mixed indoor and outdoor environment: Primarily outdoors but may require occasional indoor work for administrative tasks.
• 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 convey complex information.
• Strong organizational and multitasking skills, with the ability to work well under pressure.
• Customer service-oriented with a focus on delivering exceptional experiences.
• Attention to detail and accuracy in all tasks.
• Ability to work collaboratively in a team-oriented environment.
• Maintain confidentiality and handle sensitive information with discretion.
• Effective time management to meet deadlines and maintain productivity.
• Ability to work independently as well as collaboratively within a team.

Competencies

• Communicates Effectively
• Customer Focus

All applicants must be work-authorized. Costa Farms will not sponsor any visa for this position.

Benefits

• Company 401(k) with employer matching contributions
• Health Savings Account, Flexible Spending Account, and Dependent Care
• Telehealth - Medical and Mental Health Care
• Medical, Dental, and Vision Insurance
• GAP 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
• On-site gym with showers
• Subsidized on-site cafeteria, a quiet room, and indoor games
• Love Where You Work activities throughout the year