Bilingual Work Order Administrator (Spanish/English)

Gothic Landscape; Rancho Santa Margarita (CA); On-site; USD 39,000 - 41,000; Full time

Job summary

Gothic Landscape is seeking a Work Order Administrative Assistant (Spanish/English bilingual) to manage and track maintenance work orders from start to finish at our South Orange County site.

The ideal candidate will be highly organized, detail-oriented, and capable of independent work in a fast-paced environment. Bilingual English/Spanish is required to communicate with staff, vendors, and clients effectively.

Qualifications

• 2+ years of work order processing experience.
• Bilingual in Spanish and English required.
• Ability to work independently and meet deadlines.
• High attention to detail and strong organizational skills.
• Experience in landscape or related industries preferred.
• Proficient in MS Office, especially Excel.

Responsibilities

• Act as a main point of contact between requestors and maintenance teams from initiation to completion.
• Generate, review, and process incoming maintenance requests.
• Assign work orders to the appropriate teams based on urgency and resource availability.
• Monitor ongoing work orders daily, print document packets, and follow up on delayed or open tasks.
• Maintain accurate digital and physical records, close completed orders, and prepare data for billing or audits.
• Communicate effectively with staff and customers to report status updates, resolve discrepancies, and manage expectations.
• Enters purchase orders, enters receipts into accounting system, updates purchase orders & audits and correct material job costs & overhead purchases.
• Answers all incoming emails and calls to include work order inquiries.
• Provides general office tasks as needed such as: filing, mail distribution, data entry, etc.
• Handles/coordinates new employee on-boarding including completion of employee forms.
• May process weekly payroll processing (data entry, reviews & edits) to include data entry of time cards & weekly pay distribution.
• Other administrative responsibilities as required.

Skills

Bilingual (Spanish/English)

Organizational skills

Data entry

Payroll processing

Attention to detail

Education

High school diploma or associate degree

Tools

MS Office / Excel

Job description

Gothic Landscape is seeking a Work Order Administrative Assistant (Spanish/English bilingual) to manage and track maintenance work orders from start to finish at our South Orange County site.

The ideal candidate will be highly organized, detail-oriented, and capable of independent work in a fast-paced environment. Bilingual English/Spanish is required to communicate with staff, vendors, and clients effectively.