Office Coordinator at Living Sculpture Sanctuary

Job Title:

Office Coordinator (Scheduling, Accountability, Billing & Bookkeeping)

Job Type:

Full-Time- Weekend Work in required.

Location:

Living Sculpture Sanctuary

Compensation Package:

? Base Pay Plus ability to earn performance bonus (after training and probationary 90 days period). Based on performance, PTO and other incentives might be available after said probationary period.

Schedule:

? 8 hour shift

Work Location:

In person

Job Overview

Are you a motivated, highly organized, reliable and proactive individual who enjoys nature and has a desire to make a positive impact on people’s lives? Living Sculpture Sanctuary is seeking a highly organized and proactive Event Venue Office Coordinator to join our team at a beautiful garden event venue in Davie, Florida. This position will be responsible for handling team scheduling for events, team scheduling for day and event shifts, inventory review and office tasks, conducting accountability meetings with area managers and cyber team, and managing basic billing and bookkeeping duties. The ideal candidate will be detail-oriented, an excellent communicator, and have a strong background in administrative and human resource tasks.

About Us:

At Living Sculpture Sanctuary, we create unforgettable experiences for weddings, corporate events, sweet sixteens, and celebrations of life, set in a breathtaking natural environment surrounded by ancient oaks and waterfalls. Our mission is to host and create transformational events in harmony with nature and connect our clients and guests with the beauty of bonsai, desert roses, tropical plants, and wellness offerings, bringing peace and harmony to the body, mind, and soul through immersion in Mother Nature.

What You’ll Do:

Scheduling & Team Coordination:

• Create, Maintain and Manage team and Grounds schedules, experiences and events scheduling collaborating with the area managers and remote team.. 

• Create, Maintain and Manage team and Grounds accountabilities, pending matters and responsibilities for timely and efficient completion of projects for both Sanctuary Team and Cyber team. 

• Lead and Facilitate – Good Energy Circles – a 15 min. All Team meeting from 9:00-9:15 am from Wednesday to Sunday. 

• Coordinate and supervise with All Team the venue is prepared for each event, including arranging necessary equipment, staffing, supplies and signature experiences. 

• Communicate and implement event needs, SOP, timelines and other areas of improvement to Director. 

• Handle any last-minute changes or special requests from team members following guidelines and employment handbook rules.
• Lead and facilitate weekly meetings with managers, and All Team lunch meeting every Friday keeping accurate track of topics, assignments, and completion of same.

Lead and Facilitate Accountability Meetings:

• Conduct weekly regular and planned accountability meetings with team members, area managers, and cyber team, ensuring everyone is on track with their tasks and responsibilities.

• Set and track goals for the team to ensure smooth event execution, and constant growth.

• Ensure all event-related paperwork and documentation is completed in a timely and accurate manner, utilizing the CRM system and cyber team. 

• Ensure the Sales Team meets their quotas and performs at a high level, properly answering, following up on, and processing incoming leads and prospects.

• Ensure the Grounds Team meets their accountabilities and responsibilities on time and submits their inventory.

• Ensure Remote Team is meeting their accountabilities and responsibilities timely and efficiently and are submitting their EOD and Assigned tasks for review. 

Basic Billing & Bookkeeping:

• Receive and compile all invoices for the Sanctuary, ensuring accuracy and maintaining tracking of payments made.

• If needed, verify and approve contracts from the Sales Team with incentives or discounts before presenting them to prospective clients. 

• Assist in the preparation of payroll numbers and Bonus information for Director. 

• Manage petty cash and credit card use, Sales orders, based on inventory schedules, need to be tracked and processed accordingly.

• Review metrics and KPIs (Key Performance Indicators) for All Team members to review with Director.

What We’re Looking For:

Qualifications

Experience:

• Previous experience in office coordination, scheduling, human resources, or administrative support (preferred).

• Experience with basic bookkeeping or accounting tasks, including invoicing and financial record-keeping.

Skills:

• Strong organizational skills with the ability to prioritize and manage multiple tasks.

• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and event management software (preferred).

• Knowledge of accounting software (e.g., QuickBooks) is a plus.

• Strong verbal and written communication skills.

• Excellent attention to detail and problem-solving abilities.

Attributes:

• Ability to work well under pressure and meet deadlines.

• Positive attitude with a customer-service mindset.

• Strong work ethic and self-motivated.

• Bilingual in English Spanish language is required.

• A self-starter with a love for plants, the outdoors, and animals.

• Hard worker, reliable and high-performance individual.

• A passion for making a difference in people’s lives through memorable experiences.

• Confident and Professional Appearance.

• Reliable transportation.

• Weekend Work is Required, with flexibility for extended hours if needed.

• Excellent communication skills and the ability to connect professionally with diverse audiences.

Compensation:

• Competitive salary based on experience.

• Performance Bonus after the 90 days probationary period with the possibility of Benefits in the future.

How to Apply:

Please submit your resume along with a cover letter detailing your relevant experience and interest in the role, and a 1 minute video expressing why you would like to join the Sanctuary Team. 

Why Join Us?

• Competitive salary with Performance Bonus. 

• Comprehensive training and ongoing support in a nurturing environment.

• A vibrant team culture that celebrates success and encourages personal growth.

• Opportunities for advancement within a mission-driven organization.

• Working hours are 8:30 AM - 5:30 PM.

• Must be aligned with our core values: excellence, discipline, accountability, commitment, growth, health, alignment with goals, and resilience.