Job Title: Greenhouse Administrative Assistant 

Reports to: Greenhouse Manager 

Hire Date: ASAP

Location: 37K Frenchman's Creek Road, Half Moon Bay CA, 94019 

Compensation: DOE

Benefits: Bonus Plan, Medical, Dental, Vision, 401k, Life Insurance, PTO 

Since 2007, Dark Heart Nursery (DHN) has specialized in cultivating high quality clones for growers across California. Our years of experience allow us to produce premium clones from both popular and emerging genetic lines that perform well in a variety of settings. In 2019 DHN is expanding into additional facilities to bring on more capacity and to lower the cost of production. DHN has operated a cannabis tissue culture lab since 2014 and is now further developing the plant biotech side of the business into plant pathology, virus eradication, and breeding. It is an exciting time to join the team at DHN as we look to scale the business and dominate the cannabis nursery space.

The Production Administrator will be a vital role in assisting the Greenhouse management team by managing various responsibilities such as scheduling, order fulfillment, scheduling and accepting of deliveries, inventory, and support of logistics. This person must be confident, responsible, and a highly organized individual who can work independently and efficiently.  

ESSENTIAL DUTIES AND RESPONSIBILITIES: (INCLUDING, BUT NOT LIMITED TOO)

Coordinate with Greenhouse Management to schedule all labor sufficiently to meet the demands of the department.

Coordinating meetings, assist in trainings, and special events.

Work with Managers to order supplies. Implement and use “Just in time” inventory techniques to minimize labor but ensure all required materials are available. Solicit bids and compare costs to ensure competitive pricing.

• Providing assistance with time clocks as needed.

• Assisting in the preparation for biweekly payroll by reviewing time punches, and reviewing exceptions and resolving them directly with staff.

Coordinate work with outside vendors and service providers.

Various production data entry such as daily production reports.

Manage production staff onboarding workflow.

Manage production department’s on-call Temporary program by:

• Ensuring the program is adequately populated to fill absences

• Assist in On boarding of temporary staff staff

• Assist in Off boarding inactive temporary members

• Maintain updated contact information and availability for all per diems

• Fill shifts with per diems as necessary

• Assist in maintenance of HR files. 

• Assist in all Bilingual communication to staff/employees.

Weekly:

• Facilitate communication between Grow Manager, Propagation Manager, Sales Director and Production GM

• Asana, setting up meeting agendas

• Break room organization- after breaks making sure room is clean and ensure employees are following Covid-19 Safety policies. 

• Shipping and receiving

Monthly:

• Contacting vendors getting quotes

• Inventory and ordering of supplies and food as needed

• Assist in the set up of trainings, conferences, outside work education

• Scheduling

• Put training binders together

• Help set up new hires with ADP  and Gmail

OTHER INFORMATION:

Special Information (Travel required, on-call schedule, etc):

• Occasional long hours.

• Ability to work independently

• Lifting up to 50 pounds

• Background check required after conditional offer is extended

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QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily (with or without accommodations). The requirements listed below are representative of the knowledge, skill, and ability required. FLUENCY IN SPANISH IS REQUIRED. 

EDUCATION AND EXPERIENCE:

• BA in Business or other similar field preferred or 2-3 years experience as an Admin or Office Assistant

• Working knowledge of LEAN manufacturing principles (preferred)   

• Ability to perform repetitive tasks using hands, arms and occasionally, legs    

• Strong interpersonal skills; ability to communicate effectively with all levels of the organization

• Ability to work independently and in collaboration with teams

• Proven ability to perform a variety of tasks under time constraints and strict deadlines

• Demonstrated efficiency, productivity, attention to detail, accuracy, and results orientation

• High level of organizational skills

PHYSICAL DEMANDS:

• Remaining in a sitting position for extended periods

• Ability to focus on repetitive tasks for up to 10 hours per workday

• Hand and finger dexterity required for extended periods

• Consistent hand-eye coordination

• Expressing or exchanging ideas by means of the spoken word to impart oral information to colleagues and management

WORK ENVIRONMENT:

• Normal hours of operation Monday through Friday, 8:00 a.m. – 5:00 p.m. (may be subject to change depending on operational needs)  MUST BE WILLING TO REPORT TO OFFICE MON-FRI. 

• Occasional loud noises from machinery

ALL QUALIFIED APPLICANTS ARE ENCOURAGED TO APPLY. WOMEN, PEOPLE OF COLOR, AND LGBTQ+ INDIVIDUALS ARE STRONGLY ENCOURAGED TO APPLY.

EEOC STATEMENT:

It is the policy of the Company to provide equal employment opportunities to all Employees and applicants for employment without regard to race, religion, color, sex, gender, sexual orientation, marital status, age (age 40 and over), citizenship, national origin, disability (as defined by the applicable law), or any other classification protected by applicable law. This policy extends to all aspects of employment opportunity including hiring, compensation, benefits, promotion, transfer, layoff, recall, reduction in force, termination, retirement, placement, training and all other privileges, terms and conditions of employment. The Company complies with applicable federal, state, and local laws regarding the reasonable accommodation of qualified individuals (both Employees and applicants for employment) who are disabled. All employment is at-will.