Irrigation Admin & Data Operations Lead

BellaVista Landscape Services Inc.; San Jose (CA); On-site; USD 34,000 - 48,000; Full time

Job summary

BellaVista Landscape Services Inc. seeks a Senior Administrative Assistant to manage irrigation admin processes, track proposals, work orders, and reporting across multiple systems. You will maintain accuracy, ensure timely cycle completion, and support field crews, clients and executives.

The role is full-time, on-site in San Jose, with independent system ownership and frequent cross-functional coordination.

Qualifications

• High school diploma or equivalent required.
• At least 3 years of administrative experience in field-service, construction or trades.
• Proficient in Google Sheets/Docs; Dropbox and Microsoft Office (Excel, Word, Outlook).
• Strong data accuracy and record-keeping skills.
• Excellent English communication, both written and spoken.
• Ability to run a fixed weekly cycle with hard deadlines without reminders.
• Authorized to work in the United States.

Responsibilities

• Irrigation Proposal Processing: review field reports, build proposals, load trackers, route approvals.
• Work Order Tracking: log client orders, track responses, close out tasks and fix data issues.
• Weekly Reporting and Trackers: monitor controllers, correct data, reconcile ledgers.
• Mirror Sheets and System Upkeep: maintain templates, keep maps and dashboards current.
• Client and Office Support: first contact for property managers, prepare reports, support leadership.

Skills

Data entry

Google Sheets

Google Docs

Dropbox

Microsoft Excel

Microsoft Word

Outlook

English communication

Time management

Confidentiality

Independence

Spanish (preferred)

Education

High School Diploma or equivalent

Associate degree or coursework in business administration (preferred)

Tools

GoCanvas

ISAT

QuickBooks

WeatherTRAK

Google Apps Script

Job description

BellaVista Landscape Services Inc. seeks a Senior Administrative Assistant to manage irrigation admin processes, track proposals, work orders, and reporting across multiple systems. You will maintain accuracy, ensure timely cycle completion, and support field crews, clients and executives.

The role is full-time, on-site in San Jose, with independent system ownership and frequent cross-functional coordination.