Senior Administrative Assistant

BellaVista Landscape Services Inc.; San Jose (CA); Sur place; USD 34 000 - 48 000; Plein temps

Résumé du poste

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.

Responsabilités

• 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.

Connaissances

Data entry

Google Sheets

Google Docs

Dropbox

Microsoft Excel

Microsoft Word

Outlook

English communication

Time management

Confidentiality

Independence

Spanish (preferred)

Formation

High School Diploma or equivalent

Associate degree or coursework in business administration (preferred)

Outils

GoCanvas

ISAT

QuickBooks

WeatherTRAK

Google Apps Script

Description du poste

The Senior Administrative Assistant keeps BellaVista’s irrigation proposal, work order and reporting systems current and accurate so field supervisors, irrigation technicians and clients always work from the same numbers. This role owns the weekly admin cycle for the Irrigation Management department: irrigation proposal processing, work order tracking, controller reporting, mirror-sheet upkeep and the automated trackers behind them. The ideal candidate is exacting with data, runs a fixed weekly schedule without reminders, and is comfortable owning systems independently.

Structure

Full-time, non-exempt (hourly). Reports to President. Based at 1292 Lincoln Ave, San Jose, CA. Monday–Friday, 8 hours per day. Works closely with irrigation technicians, field supervisors, client service staff and accounting.

Functional Roles and Responsibilities

The duties below are the essential functions of the position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform them. Other duties may be assigned.

Irrigation Proposal Processing:

• Review irrigation technician field reports submitted each day; confirm they are complete, legible and tied to the correct property and job
• Build proposals and load into irrigation tracking sheet
• Send proposals to property managers, record approvals and declines, and route approved work to the irrigation schedule

Work Order Tracking:

• Log every client work order in the property’s tracking sheet the day it is received, with the response-time and close-out dates
• Follow up with field supervisors on open work orders and approved-but-unfinished proposals until each is closed out
• Fix broken photo links and other data problems in the work order sheets so the automated cross-checks run clean
• Participate in the Work Order Tracking team call three times per week

Weekly Reporting and Trackers:

• Weekly controller alert tracking
• Review the Irrigation Proposal Tracker each day; correct source data when a row is wrong
• Work the Reconciliation Ledger twice a week: resolve each mismatch at its source and keep the ledger clear
• Maintain the Revenue & Production roll-up so completed jobs post to the correct technician and week

Mirror Sheets and System Upkeep:

• Set up a live mirror sheet for each new property from the template and confirm its daily refresh trigger runs
• Keep the Irrigation Workflow Hub, the BVLS Admin Weekly Schedule and the Admin Workflows folder current whenever a link, sheet or procedure changes
• Keep the irrigation map tracking sheets reconciled against Dropbox: field map, PowerPoint map and digitized PDF map for each property
• Maintain the Automation Backup folder so every tracker page and scheduled automation can be rebuilt by another person

Client and Office Support:

• Serve as the first point of contact for property manager questions on proposals, work orders and schedules; respond the same business day
• Prepare the monthly Chemical Usage report copy and other recurring client and regulatory submissions
• Provide general administrative support to the President and Superintendents: scheduling, correspondence, filing and document control
• Create the monthly maintenance schedules for each office
• Digitize irrigation maps, hard pruning maps, or any other operational map as needed
• Document any new procedure as a step-by-step workflow guide and add it to the Workflows folder

Qualifications

Required:

• High school diploma or equivalent
• Minimum of 3 years’ administrative experience in a field-service, construction or trades company, including data entry and reconciliation across multiple systems
• Intermediate Google Sheets and Docs (filters, lookups, shared sheets); Dropbox; Microsoft Excel, Word and Outlook; comfortable learning web-based tools
• Strong attention to detail and accuracy in data entry and record-keeping
• Effective oral and written communication skills in English, including client-facing email and proposals
• Ability to run a fixed weekly cycle with hard deadlines without reminders
• Ability to work independently, manage multiple tasks within deadlines, escalation early and keep client information confidential
• Ability to maintain a professional demeanor in a setting with interruptions (phone and people)
• Authorized to work in the United States

Preferred:

• Associate degree or coursework in business administration
• Experience in commercial landscape, irrigation or property management, or supporting multiple field crews
• Experience with GoCanvas, ISAT or similar field-reporting and proposal systems; QuickBooks; WeatherTRAK or other smart-controller portals; Google Apps Script triggers
• Experience owning a weekly reconciliation or audit process, or writing standard operating procedures
• Spanish for day-to-day coordination with field crews
• Valid California driver’s license for occasional property visits

Working Conditions and Physical Requirements

Work is performed in a standard office at the San Jose location, with occasional visits to client properties. The position regularly requires sitting at a computer for extended periods, keyboarding, speaking and hearing on the phone, and reading detailed documents on screen and paper. It occasionally requires lifting files or supplies up to 20 pounds and walking outdoor landscaped areas during property visits.