Job Description
Job Description
Business Operations Manager
About Luludi
Luludi Living Art is a woman-owned biophilic design and experiential events company bringing people together through plants, creativity, and nature. We offer corporate and private workshops, virtual experiences, plant installations and maintenance, florals, holiday décor, and other creative botanical experiences throughout the San Francisco Bay Area and New York City.
We are looking for a highly organized, proactive Operations Manager to help manage the day-to-day operations of our growing business.
This is a hands-on role for someone who enjoys wearing many hats, communicating with clients, managing events and logistics, building systems, and keeping a fast-moving small business organized behind the scenes.
What We're Looking For
- Strong organizational and project-management skills.
- Excellent written and verbal communication.
- Exceptional attention to detail and follow-through.
- Ability to manage multiple events, deadlines, clients, and priorities simultaneously.
- Comfortable working independently and taking ownership of projects.
- Strong customer-service skills and confidence in communicating with corporate clients.
- Experience with invoicing, scheduling, administrative systems, or business operations.
- Comfortable working with Google Workspace and learning new software and booking platforms.
- Ability to problem-solve quickly in a fast-paced small-business environment.
- Collaborative, flexible, and willing to jump in wherever needed.
Preferred Experience
- Experience in business operations, events, account management, or project coordination.
- Experience managing corporate clients or events.
- Experience with Square, Google Workspace, event marketplaces, CRM systems, or invoicing software.
- Experience coordinating vendors, inventory, purchasing, or shipping.
- Interest in plants, florals, creative experiences, wellness, or biophilic design is a plus.
The Ideal Person
You are someone who loves organization but is comfortable when every day looks a little different. You can move from answering a corporate client inquiry, to coordinating an instructor, to checking an invoice, to placing a plant order, to solving a shipping problem without losing track of the bigger picture.
You are proactive, resourceful, responsive, and comfortable being an important operational link between clients, ownership, instructors, vendors, and partners.
Most importantly, you care about creating a great experience for both our clients and our team.
What You'll Do:
Client & Event Management
- Serve as a primary point of contact for corporate, private, residential, and community clients.
- Respond to new inquiries and guide clients through workshop options, pricing, scheduling, and booking.
- Prepare proposals, estimates, invoices, confirmations, and event communications.
- Manage client follow-ups and help develop repeat business opportunities.
- Coordinate workshop logistics including locations, headcounts, timing, parking, building access, COIs, setup requirements, and onsite contacts.
- Manage last-minute changes and troubleshoot event needs as they arise.
Workshop Operations & Scheduling
- Maintain the company-wide calendar for private, corporate, public, virtual, and partner-booked workshops.
- Coordinate instructors and assistants for events in multiple markets.
- Create instructor briefs and communicate all event details to the teaching team.
- Coordinate materials, supplies, travel, shipping, and setup requirements.
- Develop and maintain seasonal public class schedules.
- Support large-scale corporate activations and specialty events.
Virtual Workshops & Fulfillment
- Manage virtual workshop bookings and participant shipping lists.
- Coordinate workshop kit materials, packing, labeling, and shipping.
- Track shipments and help resolve delivery issues.
- Create packing instructions, kit examples, and internal training materials.
- Coordinate team members assisting with high-volume seasonal fulfillment.
Purchasing & Inventory
- Order plants, flowers, containers, moss, soil, decorative materials, packaging, and workshop supplies.
- Monitor inventory and forecast upcoming material needs.
- Maintain relationships with nurseries, wholesalers, floral suppliers, and other vendors.
- Source substitutions and alternatives when materials are unavailable.
- Track material costs and help maintain profitable workshop pricing.
Marketplace & Partner Management
- Manage workshops and bookings across third-party event platforms.
- Maintain listings, pricing, availability, descriptions, and operational requirements.
- Communicate with marketplace partners regarding bookings, shipping, travel, client requests, and fulfillment.
- Identify opportunities for new virtual and in-person class offerings.
Invoicing & Financial Administration
- Create and send invoices and payment requests.
- Manage recurring monthly client invoicing.
- Track outstanding invoices and follow up with clients and accounts payable departments.
- Maintain invoice, expense, workshop-cost, and revenue trackers.
- Manage deposits, credits, payment schedules, and booking adjustments.
- Support monthly reporting and general business financial organization.
Team Coordination & Training
- Assist with recruiting, onboarding, and training instructors and support staff.
- Maintain instructor availability and staffing schedules.
- Provide training materials, workshop speeches, videos, and class instructions.
- Track instructor hours and class payments.
- Serve as a resource for team questions and event-related troubleshooting.
Marketing & Business Development
- Conduct outreach to past and prospective clients.
- Help develop repeat corporate, residential, and seasonal programming.
- Write email campaigns, social media copy, workshop descriptions, and promotional messaging.
- Coordinate photos and videos from events for marketing purposes.
- Assist with case studies, testimonials, proposals, and sales materials.
- Develop new workshop concepts, gifting programs, corporate wellness offerings, and seasonal experiences.
Systems & Business Operations
- Develop and maintain SOPs, trackers, templates, and internal workflows.
- Organize company files, Google Drive, training materials, and operational documents.
- Identify opportunities to improve processes and increase efficiency.
- Maintain accurate records across clients, events, invoices, staffing, inventory, and vendors.
- Support ownership with administrative projects, communications, scheduling, and other business priorities.
\nCompany Description
Luludi is a dynamic living art company aimed at offering creative and unusual plantscapes and landscapes along with weekly floral to the upscale buildings in NYC & Bay Area, CA. We view ourselves as partners with our clients, our employees and the environment to offer sustainable biophilic design. Our Terrarium, Plant, and Floral workshops are developed to re-connect people with nature and each other. These workshops are hosted virtually, at client sites, and at our NYC and CA Studios.
Luludi (pronounced louloudi), means flower in Greek
Company Description
Luludi is a dynamic living art company aimed at offering creative and unusual plantscapes and landscapes along with weekly floral to the upscale buildings in NYC & Bay Area, CA. We view ourselves as partners with our clients, our employees and the environment to offer sustainable biophilic design. Our Terrarium, Plant, and Floral workshops are developed to re-connect people with nature and each other. These workshops are hosted virtually, at client sites, and at our NYC and CA Studios.\n\nLuludi (pronounced louloudi), means flower in Greek