Operations and Client Care Manager

Job Description

Job Description

Marvin's Organic Gardens is our vehicle of consciousness in our local community and beyond, focusing on total integrity and absolute commitment to quality in ecological landscapes. Our ongoing mission is to create a landscape ecosystem and natural lifestyle business that promotes and supports the health and respect for Mother Nature & all Beings. Come be part of our elevated community where you can truly make a difference.

Job Summary

This is the operational nerve center of a 27-year-old business. Right now, one of our co-owners carries the full weight of office operations, client communication, scheduling, project coordination, and team logistics, in addition to parenting, creative direction, and strategic planning. This office operation has served us well, and we are ready for the next evolution of our business.

We are hiring someone who can take full ownership of the office and operations function. Someone who sees what needs to happen, makes it happen, and keeps the entire machine running so our owners can focus on the creative vision that built this company. By month three, we would provide you the training need to be running the daily operations independently. By month six, the owners will trust you enough to step away for 2 weeks and be confident that everything is in order.

Responsibilities

• Client Intake & Communication: Answer phones, respond to inquiries, screen leads, qualify new clients, and manage ongoing client relationships. You are the first voice people hear and the last voice before a project wraps. MOG’s reputation lives in how clients feel when they interact with us. We communicate on YouTube, Instagram, and Facebook.
• Scheduling & Dispatching: Coordinate crew schedules, manage the calendar, adapt to weather changes and material delays, and keep clients informed about timing. Our crews and clients both rely on you to respect their time.
• Project Coordination: Bridge the gap between the office and the field. Track project status, manage material orders, flag issues before they become problems, and ensure nothing falls through the cracks between a client’s expectations and a crew’s execution.
• Administrative Systems: Manage invoicing & billing, track expenses, process timekeeping, handle HR basics (job postings, preliminary interviews, onboarding/offboarding), and keep all administrative systems current. Proficiency in QuickBooks or prepared to learn, Jobber, Slack, and Google/Microsoft Office required.
• Problem Solving: Things come up. Weather changes plans. Clients call with urgent requests. Materials don’t arrive. Crew members get sick. You use good judgment to handle what you can, escalate what you should, and always protect the client experience.

Qualifications

• You have 3+ years of experience in office management, operations coordination, or administrative leadership, ideally in a small business or field-service environment
• You are proficient in QuickBooks, Google Workspace, and Microsoft Office. Experience with Jobber, Run ADP, Slack, and Adobe Acrobat is a strong plus
• You communicate clearly, warmly, and professionally with clients, crew members, and owners alike
• You can manage multiple priorities simultaneously without dropping the ball
• You are a self-starter who identifies problems and solves them before being asked
• You are comfortable in either our Cincinnati, Pleasant Ridge office, or Lebanon office.
• You understand seasonal business rhythms — busy season (March-November) requires more availability and flexibility
• You align with MOG’s values: ecological consciousness, family-first culture, integrity, and respect for all beings

We are an inclusive community and welcome All Peoples to apply.