Office & HR Administrative Assistant at Gardens of Babylon Landscapes in Nashville, Tennessee

Job description

• Gardens of Babylon Landscapes is seeking a proactive, organized, bilingual Office & HR Administrative Assistant to support our day-to-day HR, office, and facilities operations.
• This is a hands-on role for someone who enjoys keeping things organized, solving everyday problems, and making sure details don't fall through the cracks. You'll work closely with our HR team and other departments across the company, balancing recurring administrative responsibilities with projects and one-off needs.

Responsibilities

• HR & Employee Support
• Assist with employee onboarding and offboarding, including workspace setup, equipment coordination, orientation, and welcome materials
• Maintain employee files and records
• Assist with employee communications and provide English/Spanish translation support as needed
• Help coordinate employee events and staff celebrations
• H-2B Employee Coordination
• Coordinate travel, housing, utilities, renters insurance, and other logistical needs for seasonal H-2B employees
• Help prepare housing for employee arrivals and departures
• Coordinate cleaning, maintenance, furnishing, and other housing needs
• Track issues with landlords and property managers through resolution
• Office & Facilities Administration
• Welcome and assist visitors at our Landscape Headquarters
• Help coordinate facility and vendor services such as HVAC, plumbing, electrical, cleaning, waste, utilities, and shared equipment
• Keep common areas organized, clean, and well-stocked
• Manage office, safety, medical, and facility supplies
• Monitor incoming mail and packages and coordinate outgoing shipments
• Provide administrative support to other departments as needed
• Projects & Operational Support
• Track assigned projects and one-off issues through completion
• Provide backup administrative support for operational needs such as phone systems, COI requests, trade shows, basic technology setup, vehicle systems, and other company needs
• Provide administrative support for insurance claims and related documentation as requested

Requirements

• Bilingual in English and Spanish
• Highly organized with strong attention to detail
• Proactive and dependable—you follow up without needing to be reminded
• Comfortable managing multiple responsibilities and shifting priorities
• Strong communication and interpersonal skills
• Comfortable using computers and learning new systems
• Willing to jump in and help solve problems as they arise
• Prior administrative, office, HR, or operations experience preferred

Skills

Required

• Bilingual in English and Spanish
• Proactive and dependable

Benefits

• 20-23