Bilingual Project & Admin Specialist (On-Site)

Elite Grounds, LLC; Pleasant Grove (UT); On-site; USD 52,000 - 68,000; Full time

Job summary

Elite Grounds, LLC in Pleasant Grove, Utah, is seeking a Bilingual (English/Spanish) Project & Administrative Specialist to provide front office, administrative, and project coordination support. The role acts as a communication hub between customers, management, field teams, vendors, and project staff.

Responsibilities include coordinating projects and service requests, maintaining plans and documents, handling bids, proposals, and office tasks, and ensuring accurate records.

Qualifications

• Strong administrative, organizational, and time-management skills.
• Strong written and verbal communication skills.
• Professional customer service and front office presence.
• Ability to coordinate multiple service requests, projects, and priorities simultaneously.
• Strong attention to detail and accurate recordkeeping.
• Ability to follow tasks from initial request through completion.
• Proficiency with Google Workspace, Microsoft Office, or similar business software.
• Comfortable learning task management, project management, or construction-related software.
• Experience in administrative support, project coordination, landscaping, construction, irrigation, property maintenance, or a related environment preferred.
• Bilingual English/Spanish strongly preferred to support communication with employees, field crews, vendors, and customers.

Responsibilities

• Assist project managers, supervisors, and field teams with scheduling and project coordination.
• Maintain project plans, job information, specifications, revisions and supporting documents.
• Assist with materials, deliveries, purchasing, and vendor coordination.
• Track schedules, jobs status, completion information, and other project-related data.
• Gather information needed for meetings, estimates, bids, and management decisions.
• Document customer requests, project updates, and completed work.
• Helps ensure accurate communication between office staff, management, and field teams.
• Receive landscaping, irrigation, repair, maintenance, and other service requests.
• Enter requests into the appropriate task or work management system.
• Assign work to the appropriate crew or team and provide available job information.
• Track open requests and follow up with the field teams regarding status and completion.
• Update records and close tasks once work is completed.
• Maintain accurate service and project records.
• Communicate with customers, supervisors, and field teams regarding scheduling, job status, and service needs.
• Assist with gathering information for bids, proposals, estimates, and project documents.
• Coordinate approvals and obtain required signatures.
• Follow up on outstanding information, documents, and approvals.
• Organize and maintain bid, proposal, customer, and project files.
• Assist with preparing correspondence, spreadsheets, reports, forms, and other business documents.
• Help ensure documentation is complete, accurate, and properly maintained.
• Greet customers, visitors, vendors, applicants, and employees in a professional and welcoming manner.
• Answer, screen, and route incoming telephone calls, messages, and general inquiries.
• Receive and distribute mail, packages, deliveries, and correspondence.
• Provide administrative and organizational support to company leadership and project personnel.
• Coordinate calendars, meetings, appointments, interviews, and follow-up items.
• Maintain organized customer, project, vendor, employee, and company records
• Assist with purchase orders, invoices, receipts, vendor documents, and administrative tracking.
• Assist with employee onboarding paperwork, training records, and internal company forms as requested
• Track deadlines, approvals, outstanding documents, and management follow-up items.
• Assist with filing, scanning, copying, office supplies, and general office needs
• Maintain a clean, organized, and professional front office environment.

Skills

Administrative skills

Organizational skills

Time management

Written communication

Verbal communication

Customer service

Front desk presence

Multi-tasking

Attention to detail

Recordkeeping

Task management

Project coordination

Google Workspace

Microsoft Office

Construction software

Landscaping experience

Bilingual English/Spanish

Tools

Google Workspace

Microsoft Office

Job description

Elite Grounds, LLC in Pleasant Grove, Utah, is seeking a Bilingual (English/Spanish) Project & Administrative Specialist to provide front office, administrative, and project coordination support. The role acts as a communication hub between customers, management, field teams, vendors, and project staff.

Responsibilities include coordinating projects and service requests, maintaining plans and documents, handling bids, proposals, and office tasks, and ensuring accurate records.